School Census Spring 2011

1. Version 1.0 School Census Spring 2011 Application 1

2. School Census Spring 2011 Open the Application 2

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5. Click to open the School Census application 5

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7. School Census Spring 2011 Select Folder 7

8. Click to select a folder to hold the Census Return and Report files. 8

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10. It is very important to select a folder that is available to all users who will be involved with the Return, … but that folder must besecureas it will hold children’s details. 10

11. IMPORTANT NOTE: Due to the sensitive nature of some of the data stored in SIMS .net, careful consideration should be given when specifying the location of any folder into which you save sensitive data, e.g. census returns, imported and exported CTFs, etc. You should be mindful of your school's responsibilities with respect to information security. Consider which users have access to the chosen folder, especially if the folder is shared on a Server. The DfE recommends ISO27001 as the standard for information security, a copy of which can be found at http://www.itgovernance.co.uk/bs7799.aspx. If you are in any doubt, you should consult with your IT Security Officer before proceeding. 11

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13. This is the default message, but this can be added to or edited 13

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15. This indicates that changes to the security message have been saved 15

16. If any Returns have been worked on previously, this is where they would be re-opened 16

17. School Census Spring 2011 Add a Return 17

18. Click to add a New School Census Spring Return 18

19. The Census Date is the reference date for all snapshot information and you would need permission from your LA/DfE to change it. 19

20. Each school will have been given a specific time of the day to run the return and the school should work out which period in their timetable cycle occurs at the time and enter this as the selected period Please remember that this is the period number from the start of the timetable cycle. So if we are in the second week of a 10 day 5 period timetable, Thursday period 2 will be period 42 In this case a 5 day 5 period timetable is in use, so Thursday period 2 will be period 17 20

21. An alternative period will be allowed if the specified time indicates a very untypical period, e.g. the whole school does sport. 21

22. This is a dry run so you can change the description to indicate this 3.22

23. It’s a good idea to save the file with this revised description. 23

24. The date span for the collection of attendance information is shown, but only the From date can be edited. The only reason to change the From date is where the school term starts before the 1st September 24

25. The date span for the collection of exclusion information is shown, but cannot be edited 25

26. Click on School Information 26

27. Removed from the Spring Census Extended Service These have been removed from the School Information panel as they are no long included in School Census 27

28. Click if any of the school details need to be edited 28

29. Don’t forget to save any changes you make. 29

30. Click OK to close the Window 30

31. Calculate All Details will add the necessary information to the subsequent panel. You should only have to calculate all details once as panels can then be calculated on an individual basis. The calculation of the Attendance panel is a little more complicated as it checks to see if codes are legal, if there are missing marks and if manual entry is required. 31

32. There is a lot of Attendance information to interrogate so only proceed if you have sufficient time.

33. The Hours at Setting panel is read only, but a button is provided to jump to the editing screens. 33

34. I am happy with the Hours at Setting for 3 and 4 year olds, but I have forgotten to update the Hours at Setting for the 2 year old. Click to jump to the editing screen 34

36. This operates in exactly the same why as when called from the menu. 36

39. Don’t forget to save any changes. 39

40. Click OK to close the Window 40

41. In the real world a Secondary School is very unlikely to see this Hours at Setting panel as it only appears when the school has pupils aged 2, 3 or 4 on the 31/08/2010. 41

42. Click to move to the Classes panel 42

43. Class information has been calculated, but further details can be added manually as necessary. 43

44. It doesn’t matter for a dry run, but the DfE is unlikely to accept an Activity of “Other” If the period/time for collection means unusually large classes the DfE will want the period/time adjusted to when “normal” classes take place 44

45. If changes are made to classes in SIMS, clicking Recalculate will bring these through to the panel, but any manual edits that have been made will be lost. 45

46. Removed from the Spring Census Staff Panels The Staff panels have been removed as staff information is no long included in School Census – apart from a count of class teachers 46

47. Click on Student Reconciliation 47

48. 1030 pupils are on roll but only 1026 are in classes. So there is either an error in the number of pupils in classes shown in the Classes panel or those pupils are in the five groups currently set to 0. 48

49. Any changes made should be saved immediately to make sure the reconciliation display takes them into account. 49

50. Click on Attendance 50