We are very proud to announce that Keystone MIS resolved 100% of our service desk calls within our target times for this term.

95% of all calls were responded to within 4hours 

76% of our calls were resolved within  40 minutes

100% of Emergency calls were resolved within 4hours
100% of Urgent calls were resolved within 7hours
100% of Routine calls were resolved within 15hours

In total we had 68 service desk calls which needed to be placed on hold due to reasons beyond our control such as waiting for a response from Capita or other third party companies.

Telephone calls – Autumn 2012

Total incoming calls to 01482 238700  - 1515 
Total outgoing calls to customers – 1057  

Whilst this data cannot be finalised until the Census day (since the pupils in class has to reconcile with the total school roll), schools can establish the ‘selected period’ that will form the basis for this part of the Census as follows:-

(a) Details are required of all classes which normally operate at a selected time on the Census day (17 January 2013). The DFE’s specified criteria for calculation of the ‘selected time’ uses the last digit of your school’s DFE establishment number, as follows:-

• Last digit = 2, 3, or 6: selected period is 1 hour/period before the end of morning school,
• Last digit = 4, 7, 8 or 9: selected period is 1 hour/period after the start of afternoon school,
• Last digit = 0, 1, or 5: selected period is 1 hour/period after the start of morning school.

(b) However, all primary schools with infant classes must ensure that the selected period is one when all the infant classes (KS1 and/or Reception) are engaged in an academic teaching session. As part of the return, primary schools need to provide an ‘Activity Code’ against each class (middle and secondary schools do not need to provide this item).

The list of permitted codes is shown below although those marked ‘#’ are exempt from Key Stage 1 class size legislation and will create a validation error if they are returned for a KS1 or Reception Class. If, at the DFE selected period, any infant class children are involved in one of the excepted activities the count should be deferred to the next ‘ordinary’ teaching session. This change of selected time should be enacted for all classes in the school, not just the infant classes.

Class Activity List:

AR Art, Craft or Design
EN English Literacy or Reading
FL Foreign Language
GP Group Project work (including mixed activities in other categories and library work)
HU Humanities (including Geography, History, Economics or Business Studies)
MA Mathematics or Numeracy
MD Music, Singing or Drama #
OT Other
PE PE or Games #
RE Religious Education
SC Science
TE Technology, IT or Computing
TV Watching TV or listening to Radio #

(c) In addition, if the selected time is not appropriate to the school timetable, all schools have discretion to choose a period that better reflects a ‘normal’ class situation, even if this requires a change of day. This might be necessary if the DFE selected period clashes with the following:

• the whole school, or a large proportion of the school, is in an assembly;
• a large group of pupils has gone swimming;
• the school operates a staggered lunch-break and the period designated falls whilst some pupils are still at lunch;
• a large group of pupils are being educated at another establishment;

Whilst there may be a need for minor editing of the data, the majority of the Class Information required can be obtained from your school timetable and will be extracted automatically as part of the process of creating your Census.

Secondary and middle schools should find that the data is extracted from the school timetable module. For primary schools the Census will be populated with data based on the registration groups. The preparation that can be undertaken in advance is largely as follows:

(a) Establish the selected period for your school (as set out above):
(b) Identify any tuition that is regularly undertaken outside of the timetabled framework at the selected time (eg SEN withdrawal groups; pupils undertaking one-to-one music instrument tuition), which may not feature in the timetable held in the school MIS.
(c) Identify any pupils who are not educated on site who need to be recorded in the pupil reconciliation section (eg pupils educated at another establishment; part-time pupils not in school).
(d) Establish whether there are any ‘guest’ pupils from other schools who attend your school at the selected period.

When completing the Class Information data schools should ignore any temporary or unusual situations that occur on the Census day and record the ‘normal class situation’ as timetabled. This means that data returned should ignore the following:

• the amalgamation of classes due to staff training or absence;
• all pupil absence;
• full or partial school closure due to heating failure, severe weather conditions or religious observances;
• school trips

For all Secondary Schools as part of the Autumn SIMS Upgrade Keystone authorised a patch to copy the value of the student Connexions Assent field to the new Youth Service Agreement field. The copying will only take place for a student where Youth Support Service Agreement has been left blank.

From April 2010, funding streams that had in the past gone to Connexions and youth services were brought together and focused on targeted support for young people through the Early Intervention Grant. The term ‘Youth Support Services’ is generally used to reflect the combined service but local authorities are free to brand the service as they wish.

The ‘Connexions’ branding name is out of date and this new data item reflects the change in name of Local Authority support services for young people.

This field should be completed for all pupils who are:

- Aged 12 and above (as at 31st August 2012 in the Spring and Summer Census); and
- Aged 12 and above (as at 31st August 2013 in the Autumn Census).

If it is not completed the system will default to ‘unsought’. The Census mechanism is used to transfer this data item from schools to their LA who can then pass on the data to the Youth Support Service.

There is a legal requirement under the Education and Skills Act 2008 for schools to pass information on request to the Youth Support Service for pupils in or approaching the age of 13. The information which schools are required to provide consists of:

a) The names and addresses of pupils and their parents – which must be provided to the Youth Support Service in any event;
b) The date of birth of the pupil;
c) Other information relevant to the provision of Youth Support Services.

Parents, or pupils themselves if aged 16 or over, have the right to instruct the school not to provide information (over and above name, address and date of birth) to the Youth Support Service. The provision under (c) is for an opt-out. Until and unless the parent or pupil gives an instruction, the school remains under a statutory duty to provide information to the Youth Support Service on request.

Privacy Notices need to be issued to parents advising them of their (or their child’s) right to instruct the school not to provide information beyond name, address and date of birth. If the values of ‘No’ or ‘UNS’ (Unsought) are recorded then information beyond name and address cannot be shared with the Youth Support Service.

Therefore disability will be removed from the 2013 School Census. It is likely that Disability will be re-introduced on a statutory basis at some point after 2013.

Schools do not have to use the individual attendance codes to record attendances and absences for pupils of non-compulsory school age; however, where schools do already use these codes they will be collected in the School Census. If schools do not wish to use these codes then they should provide the total number of absences for each attendance period.

Absences for 4 year olds should be recorded for the School Census as Authorised Absences. No distinction is made between authorised and unauthorised absences for pupils of non-compulsory school age.

This additional data is being collected as a result of a review undertaken by the Secretary of State’s Expert Adviser on Behaviour, Charlie Taylor. Further details of the report can be found at http://www.education.gov.uk/a00208164/taylor-review.

In the past the October Census has only collected attendance from the first half of the summer term. The review mentioned in the post regarding attendance data for 4 year olds found that because attendance data is not collected on a sixth of the school year, the overall
numbers are less reliable. Collection of the data via the School Census will allow reporting on attendance for the full academic year.

Attendance from the first and second half of the summer term will be collected separately within the School Census file, meaning that although the DfE will use the data for policy and analytical purposes, the data may not necessarily feature as part of the standard measures of attendance statistics. Particular consideration will be given to the publication or not of attendance data for this
period for Year 11 students.

Please note that data on individual pupils is not being shared with the Ministry of Defence (MoD). The Service Children indicator recorded on the School Census indicates if a child has a parent or parents who are Service personnel serving in regular HM Forces military units of all forces, or in the Armed Forces of another nation and stationed in England, and exercising parental care and responsibility.

Please note that the Territorial Army are not classed as the regular armed forces and, as such, these pupils should not be considered Service Children on the School Census.

Valid codes are ‘Yes’, ‘No’ and ‘Refused’ with an additional code of ‘Unknown’ to be held by the school to indicate no response given or other reason for no information. This field is collected in the Spring Census only, for all pupils on roll on Census day. This field has been default filled with ‘No’ to reduce the burden on schools so that it will only be necessary to change the entry for those Children who are from Service families.

Funded Hours should only include the hours the pupil spent in education provision and should exclude any hours of ‘childcare’ and breaks or extended schools services (e.g. breakfast clubs and after school clubs as they are not considered as education provision) where the pupils are not receiving education or any additional hours which are funded by other means e.g. the parent.

This information is collected in all three terms from all schools (with the exception of City Technology Colleges and Non Maintained Special Schools).

For the Spring Census this data item is required for all 3 and 4 year olds and the following 2 year olds:

• Those aged 2 as at 31st December 2012 with special educational needs (i.e. those born between 1st January 2010 and 31st December 2010 with SEN)
• “Rising 3s”, those aged 2 at 31st August 2012 but 3 by 31st December 2012 (i.e. born between 1st September 2009 and 31st December 2009)

Funded Hours are not required in the Spring School Census for those 2 year olds born between 1st January 2010 and 31st December 2010 who do not have SEN or from any younger pupils.

For dually registered pupils, only record the Funded Hours spent in education at each school. The main registration should only include the Funded Hours spent in education at the main registration and the subsidiary registration should only include the Funded Hours spent in education at the subsidiary registration.

It is important that the Funded Hours recorded on the Census accurately reflect the hours at the setting (to the nearest 0.5 – see examples below) funded under the free entitlement to education for under 5’s as this will be used to determine the Early Years Block of the Dedicated Schools Grant and Pupil Premium funding allocation from DfE (with the exception of pupil aged 4 and above in Reception to Year 11 who will be funded as full time irrespective of the funded hours on the census).

Examples:
12 hours and 0 to 14 minutes = 12.0 Hours
12 Hours and 15 to 44 minutes = 12.5 Hours
12 Hours and 45 to 59 minutes = 13.0 Hours

For funding purposes, the Funded Hours recorded on the Census will be capped at 12.5 hours per week for pupils aged 2 as at 31st December 2012 and 15 hours per week (i.e. the free entitlement) for rising 3s and pupils aged 3 at the 31st August prior to the Census. All pupils aged 4 as at the 31st August are also entitled to 15 hours free entitlement education provision. However the Department fully supports LAs who choose to fund 4 year olds full time and, therefore, Funded Hours will be capped at 25 hours for pupils aged 4 at 31st August.

The list below shows the maximum Funded Hours available for pupils aged Under 5 years split by age group for the Spring Census collection.

2 year olds with Special Educational Needs - Pupils aged 2 years at 31st December 2012 (Born between 01/01/10 and 31/12/10) - 12.5 hours.

Rising 3′s Pupils aged 2 years at 31st August 2012 but 3 by 31st December 2012 (Born between 01/09/09 and 31/12/09) - 15 hours.

3 year olds Pupils aged 3 years at 31st August 2012 (Born between 01/09/08 and 31/08/09) - 15 hours.

4 year olds Pupils aged 4 years at 31st August 2012 (Born between 01/09/07 and 31/08/08) - 25 hours.

This information is collected in all three terms from all schools (with the exception of City Technology Colleges and Non Maintained Special Schools).

For the Spring Census this data item is required for all 3 and 4 year olds and the following 2 year olds:

- Those aged 2 as at 31st December 2012 with special educational needs (i.e. those born between 1st January 2010 and 31st December 2010 with SEN)

- “Rising 3s”, those aged 2 at 31st August 2012 but 3 by 31st December 2012 (i.e. born between 1st September 2009 and 31st December 2009)

Hours at Setting is not required in the Spring School Census for those 2 year olds born between 1st January 2010 and 31st December 2010 who do not have SEN or from any younger pupils.

This will allow the Department to monitor the hours attended at maintained settings on the same basis as private / voluntary / independent provision.

For dually registered pupils, only record the actual hours attending each school. The main registration should only include the hours spent in education at the main registration. The subsidiary registration should only include the hours spent in education there.
Hours at Setting should only include the hours the pupil spent in education provision (to the nearest 0.5 – see examples below)

Examples:
12 hours and 0 to 14 minutes = 12.0 Hours
12 Hours and 15 to 44 minutes = 12.5 Hours
12 Hours and 45 to 59 minutes = 13.0 Hours

Hours at setting should exclude any hours of ‘childcare’ and breaks where the pupils are not receiving education. Extended schools services (e.g. breakfast clubs and after school clubs) should also be excluded as these are not considered education provision.

School Census Spring 2013 is Thursday 17th January. The deadline for returns to COLLECT is one week later, Thursday 24th January.

To download any of these files click on the links to download in a browser or right-click and choose ‘save link as’ to save to your computer.

CAPITA Presentation on running the new Free School Meal Ever 6 report

This will allow you to see who will be included in your pupil premium – note this will only work if you imported your CTF from the Dfe last year, and is only for checking purposes. The actual funding for your premium will be taken directly from the Dfe National Pupil Database, plus any additions you submit from the October Census 2012 to this Spring Census 2013.

Eligible for FSM Ever 6 as at School Census Spring 2013 Report

Dfe Guidance Documents

These documents are the ones produced by the Dfe and give general guidance on completion, preparation and what is collected in the return. These documents do not refer to SIMS, however they are useful to see what data items are included in the return.

Dfe Changes to the School Census for 2013

Dfe Nursery School Census Spring 2013 Guidance

Dfe Special School Census Spring 2013 Guidance

Dfe Primary School Census Spring 2013 Guidance

Dfe Secondary School Census Spring 2013 Guidance

Primary School Preparing and Producing return in SIMS & Errors and Resolutions Document

Preparing School Census Spring 2013 – Primary

Producing School Census Spring 2013 – Primary

School Census 2013 Errors and Resolutions Document

Secondary School Preparing and Producing return in SIMS & Errors and Resolutions Document

Preparing School Census Spring 2013 – Secondary

Producing School Census Spring 2013 – Secondary

School Census 2013 Errors and Resolutions Document

Special School Preparing and Producing return in SIMS & Errors and Resolutions Document

Preparing School Census Spring 2013 – Special

Producing School Census Spring 2013 – Special

School Census 2013 Errors and Resolutions Document

Nursery School Preparing and Producing return in SIMS & Errors and Resolutions Document

Preparing School Census Spring 2013 – Nursery

Producing School Census Spring 2013 – Nursery

School Census 2013 Errors and Resolutions Document

PRU School Preparing and Producing return in SIMS & Errors and Resolutions Document

Preparing School Census Spring 2013 – PRU

Producing School Census Spring 2013 – PRU

PRU School Census 2013 Errors and Resolutions Document