School Census Autumn 2010

1. Jim HaywoodProduct Manager for Statutory Returns Version1.0 School Census Autumn 2010 Preparation 1

2. School Census Autumn 2010 Learning Aims(Schools with 6th Forms only) 2

3. Learning Aims A. Taking account of any new classes • Step 1: Ensure that any new post 16 classes defined in Nova-6 have the same subject and level combination as existing classes delivering the same course. • Step 2: Run Curriculum Matching in Nova-6. This will use the subject and level combination to link the new classes to existing courses or to create new courses as necessary. 3

4. Learning Aims B. Taking account of multi-year Learning Aims • Step 1: Identify which courses have members that will continue taking the course beyond the current academic year, these would include courses for International Baccalaureate and Diploma Learning Aims. • Step 2: Ensure that End Date is correct for these courses and that they are protected from Update Course Membership. 4

5. Learning Aims C. Maintaining Course Membership information • Step 1: Make sure that the membership of classes reflects reality in terms of who is a member of the class and when their membership begins and ends (or is expected to end) • Step 2: Run Update Course Membership to ensure that course memberships reflects class memberships. • Step 3: Use Maintain Courses to update courses and course memberships that have been protected from the timetable and/or class membership. 5

6. Learning Aims C. Maintaining Course Membership information • Step 4: Take account of Re-sits by using Maintain Courses to add students and give them End Dates in line with the date of the examination – don’t forget to protect from Update Course Membership. • Step 5: Enter the completion status for any course membership that has finished prematurely – actual and planned end dates should have been calculated automatically be Update Course Membership 6

7. Learning Aims D. Check/Update Students’ Course Information • Step 1: Check students courses using Focus | Student | Courses or Focus | Student | Student Details (Courses Link) • Step 2: Use the links in the above functionality to open the relevant course in Maintain Course and update as necessary 7

8. Learning Aims E. Take Account of QAN/Discount Code Changes • Step 1: Download latest files from DfE QWS site (https://datauat.dfes.gov.uk/qwsweb/(S(gluw1e45tacfhlicd4v1hdeh))/Main.aspx) • Step 2: Use the downloaded files to update the QAN catalogue (Statutory Return Tools | Update DCSF QAN Catalogue) • Step 3: Use Exams base data to update course classifications (Statutory Return Tools | Update Course Classifications from Examinations Data) 8

9. Learning Aims E. Take Account of QAN/Discount Code Changes • Step 4: Import any QANs and Discount Codes that are needed but have not been put in place by Step 3 above (Statutory Return Tools | Import QAN and Discount Codes for Course Manager) 9

10. School Census Autumn 2010 Bulk Update Course End Dates 10

11. New to the Autumn Census Bulk Update for Course End Dates New functionality to allow bulk updating of course end dates to avoid August end dates and to take account of mistakes in expected end dates for leavers 11

12. Bulk Update Course End Dates provides the best solution for multiple Learning End Date errors 12

13. This first panel is about ensuring that courses don’t finish in August. Obviously, courses don’t actually finish in August, but more important, if a DfE school indicates that Learning Aims are completed in August they are likely to lose funding. 13

14. Click to run a report to show the changes that would be made if this bulk update is carried out 14

15. Click to run a report to show the changes that would be made if this bulk update is carried out The Learning Aims End Dates would change from 31/08/2011 to the 31/07/2011 which would then meet DfE requirements 15

16. Click to carry out the bulk update and to obtain a report of the changes made 16

17. These changes should be marked as sent in error by the previous Census Not only have the course membership end dates been updated, but the new end dates have been applied to the class membership end dates. This ensures that Update Course Memberships will not undo the changes made to course membership end dates. 17

18. You can still back out even at this late stage. 18

19. This second panel is about ensuring that pupils who leave between May and August are recorded as having completed the course. This is necessary where schools have used Nova T6 and/or Academic Management to set class membership end dates that are later than is actually planned. 19

20. Click to run a report to show the changes that would be made if this bulk update is carried out 20

21. Click to run a report to show the changes that would be made if this bulk update is carried out The Learning Aims Planned End Dates would be brought in line with the date the student left and the Completion Statuses would change from Withdrawn to Completed 21

22. Click to carry out the bulk update and to obtain a report of the changes made 22

23. These changes should be marked as sent in error by the previous Census 23

24. You can still back out even at this late stage. 24

25. Click to close the bulk update facilities 25

26. This is the last chance to back out the changes 26

27. School Census Autumn 2010 Duplicate QANs 27

28. Click to run the Duplicate QAN report 28

29. The report includes a row for each course with a QAN/Discount Code that has also been used by one or more other courses. 29

30. In this case the same QAN/Discount Code has been used for AS English as for AS English Language, which is unlikely to be correct. 30

31. In this case there are two types of issue as the QAN/Discount Code has been used for different subjects and different levels. 31

32. In this case the same QAN/Discount Code has been used for an A-level and an AS-level, which incorrect. 32

33. In this case the same QAN/Discount Code has been used for CDT Design & Comm and CDT Design & Real, which is unlikely to be correct. 33

34. School Census Autumn 2010 Reconcile Learning Aims & Results 34

35. New to the Autumn Census Reconcile Learning Aims and Results New functionality to help schools gauge if the information used for declaring Learning Aims could result in under funding 35

36. We don’t claim to know exactly how the DfE will use the Learning Aims information provided in the Census for allocation funding, but we have worked with the (old) LSC to identify possible issues with a school’s Exams and Learning Aims information that could make it difficult for the DfE to match Learning Aims with results. Without such matches the DfE will be unable to reflect success rates in funding. 36

37. Click to create the reconciliation reports. 37

38. Clock for a drop down of the available years 38

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40. Click to choose the folder to hold the CSV files 40

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42. Click to create the CSV files 42

43. Message indicates that the CSV files have been generated and saved successfully 43

44. This CSV file has been designed to show instances of Learning Aims that will be declared in a Census, but for which we have not been able to find a corresponding exam result. 44

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46. This CSV file has been designed to show instances of exam results where we have not been able to find a corresponding instance of a Learning Aim that will be declared in a Census . 46

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48. This CSV file has been designed to indicate where exam results are matched with Learning Aims on all factors other than QANs. . 48

49. Exam QAN is 5002640 .. . The QANs don’t match . .. while Learning Aim QAN is 1003630 . 49

50. Exam QAN is 10008342 .. . The QANs match . .. and Learning Aim QAN is also 10008432 . 50