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School Workforce Census Autumn 2019

School Workforce Census Autumn 2019. Agenda. Overview School Workforce Census Dummy Run Break Identify and analyse validation errors Detail Reports Summary Report Return the census file via COLLECT. SWC – Rationale. School workforce census is the DfE’s main source of data on

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School Workforce Census Autumn 2019

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  1. School Workforce Census Autumn 2019

  2. Agenda • Overview • School Workforce Census Dummy Run • Break • Identify and analyse validation errors • Detail Reports • Summary Report • Return the census file via COLLECT

  3. SWC – Rationale • School workforce census is the DfE’s main source of data on • staff pay bills • staff turnover • absences • The school workforce census data informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce. • School workforce census data is also used by other government departments, local authorities, external agencies and educational researchers. Accuracy of data is crucial.

  4. Dates, SIMS Version, Permissions • SWC date is Thursday 7thNovember 2019 • Deadline for returns is Thursday 21stNovember 2019 • Schools need version 7.188 of SIMS • SIMS latest Fileset • SIMS Permissions required; Personnel Officer, Returns Manager and/or Returns Operator

  5. Guidance Notes • Capita Guidance Notes are provided on Czone School Workforce Census page • Producing the School Workforce Census Autumn 2019 Return • Preparing for the School Workforce Census Autumn 2019 • Additional guidance, including Detailed and Summary Report checking notes, Who to Include and Vacancies Flowcharts, Validation Errors Resolutions can be found on the Czone, School Workforce Census page

  6. Privacy Notices • ESCC schools must have issued a Privacy Notice to all members of staff • Issued to all current staff in school and those who have recently left who will have data in the return (i.e. absence data)

  7. Privacy NoticesChanges May 2018 • The Data Protection Act 1998 was replaced by the GDPR (General Data Protection Regulation) on the 25th May 2018. • Schools will need to review their privacy notices to ensure they are compliant with the requirements of the GDPR. • There are administrative fines for failing to comply with the GDPR. • For more information please refer to Czone, the Virtual Schoolbag or contact the Information Governance Team at CS.DPA@eastsussex.gov.uk

  8. Individual Level Data Collected

  9. School Level Data Collected

  10. School Employed Staff Included In summary the school workforce census covers • Full and part-time teachers • Teaching assistants • Other support staff who are employed by schools, including PRUs

  11. Staff to include…

  12. TEACHERS

  13. Teachers Included • Those paid according to teachers’ pay and conditions, whether employed by the school or the LA, and; • Agency staff working within a school in a post that would be paid according to teachers’ pay and conditions if filled by a teacher employed by the LA or school

  14. Teachers NOT Included • Centrally employed teaching staff do NOT need to be in your return. • These include; • Peripatetic music teachers • Advisory teachers • Educational psychologists • Educational welfare officers

  15. Teachers – Type of Service • ‘Regular Service’ means continuous employment of 28 days or more • ‘Regularly’ means a minimum of once every four weeks E.g. If a supply teacher is contracted to come into a school once a week for five weeks, then that would represent regular service as the continuous employment period is one month or more

  16. Teachers in Regular Service • Qualified teachers paid in accordance with School Teachers’ Pay and Conditions • Teachers taking on long term cover

  17. Further Teacher Clarification • A supply teacher employed on an ad hoc basis would not be considered to be in regular service for the SWC, even if they are being used regularly • Individual data is only required from those that are in regular service, i.e. employed under a contract or service agreement for a period of 28 days or more

  18. Headcount of Occasional Teachers • Occasional Teachers not deemed to be in ‘regular’ service • In school on census day • Mainly Supply Teachers • Can be casual teachers you have on SIMS that you get into cover classes a lot, but are not ‘regular’

  19. TEACHING ASSISTANTS

  20. Teaching Assistants Included Teaching Assistants are comprised of support staff based in the classroom for learning and pupil support, for example; • HLTAs • Teaching assistants • Special needs support staff • Nursery officers/assistants • Minority ethnic pupils support staff • Bilingual assistants

  21. Professional qualifications • All Professional qualifications: QTS, QTLS, EYT, HLTA and TA need to be recorded as applicable

  22. Update Your Absence Data • Contracted Teachers, Contracted Teaching Assistants (excludes Teaching Assistants who only have service agreements, Agency Teachers and Other Support Staff) • HISTORICAL DATA collected for staff with regular service and absence in the period 01/09/2018 - 31/08/2019 • Sickness absences are only included if “working days lost” is greater or equal to half a day • Training absences are not collected

  23. Teacher Vacancies

  24. SUPPORT STAFF

  25. Support Staff Included Support staff comprise of support staff who are not classroom based, for example; • Matrons/nurses/medical staff • Librarians • IT technicians, technicians • Admin officers/secretaries • Bursars • Other administration/clerical staff • Premises staff • Catering staff

  26. Support Staff Clarification • Part-time staff who are normally present at the school, but work on days of the week other than the census day should be included • Support staff NOT included; • Governors, Clerk to Governors • Voluntary staff • Extended school staff (breakfast, after school, Sure Start and Children’s Centres) • School crossing patrol staff • School improvement partners

  27. Extended Schools Staff • If someone has a contract in scope of SWC, and contract for extended schools, then; • Extended schools staff should have a role of Do not Include in Statutory Returns • This will exclude the extended school contract from the return

  28. Headcount of Third Party Support Staff • Staff NOT employed directly by the School or LA • PCT Staff • Police • Other examples include: • Contract cleaners, Chartwells staff, outsourced IT technicians etc. • Self-employed support staff e.g. IT technician

  29. CHANGES FROM 2018

  30. Changes for 2019 • Pay data – ensure that latest pay scales have been updated to 2019 rates • A new post of 'Apprentice Teacher' has been created, with all the same data requirements of existing teacher posts, • New posts of 'Leadership - Non Teacher' and 'Other Support Staff' have been added and the older post of 'Support Staff' has been removed.

  31. CHECKS & REPORTS

  32. Curriculum Data • Check all subject codes in use are mapped to DfE subject codes • Map any new subjects you now use • Location in SIMS – Tools, Setups, Subjects

  33. Important Checks/Information • All staff in the return should have at least one contract • There should be no staff with a contract with 0 hours per week included in the return • Working Days Lost is only collected for Sickness Absence • Base Pay is now collected for all staff, even if spine point and scale are collected

  34. Running Pay Related Checking Reports • It may be useful to run the following reports to check that all service terms have been mapped correctly. • Reports, Run Report, Focus, Service Terms folder • ST Pay Scale Definitions will show the mappings of Pay Scales for all service terms in use • ST Allowances will show the mappings of allowances for all service terms in use • ST Post Definitions will show the mappings of Posts for all service terms in use. • Run these reports and check that the mappings are correct.

  35. Detailed Reports • 8/9 detail reports that can be accessed from the SWC screen • Reports show all the data in the return that will be submitted to COLLECT • Important to check in conjunction with Summary Report

  36. Summary Report • Gives an overview of all the data in the return • Important to get Head to check Summary before authorising return • Please send SUMMARY copy to Lesley Goodwin via; • AVCO in the InfoMgt/Out folder (then run Anycomms) • Or email cs.datamanagement@eastsussex.gov.uk

  37. Support and Advice • SIMS related enquiries should be directed to Schools ICT on 01273 482519 or email schoolsict@eastsussex.gov.uk • All data related enquires (who should and shouldn’t be included etc.) should be directed to Lesley Goodwin and the Data, Research & Information Management Team on 01273 482298 or email cs.data.management@eastsussex.gov.uk

  38. Thank you. Any questions?

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