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Summer Census 2019

Summer Census 2019 

 Census Day: Thursday 16th May 2019

Deadline: Wednesday 12th June 2019*

*Your local authority may have a shorter deadline. Please see 'Submitting Your Return' at the end of this article.

 

The Census in ScholarPack

1. Where to find the census in ScholarPack Click for the census module            
2. Census Validation Check for any errors and queries  
3. Generate school summary Check your data before submitting  
4. Download your census file Download the final census file   

Data Items Collected*

   
5. School data collected What school information will be collected?
6. Pupil data collected What pupil information will be collected?
7. Attendance Check for termly attendance
8. Exclusions Check for termly exclusions
9. Free School Meals Check periods of FSM eligibility
10. SEND What SEND information is collected?
 

*Please read through sections 5-10 BEFORE submitting your School Census return 

CHANGES INTRODUCED FOR 2018-2019 

There are no new data items for the 2018-2019 census.

However the following has changed:

Code ‘S’ – Statement of special educational needs – was discontinued from 2018-04-01 and has therefore been removed from SEN except where it applies to exclusions. This data item will not be valid for exclusions in the summer census collection. 

The service child indicator will now be collected at each census. 

Deleted Items

The items listed will not be collected as part of this or any subsequent census.

  • Proficiency in English
  • Pupil Nationality
  • Country of Birth

Completing the Summer Census in ScholarPack

Introduction

The Summer School Census looks at all pupils on the school register on census day, pupils with exclusions in the autumn term 2018 and pupils who attended school in the previous spring term.  

It is required for:

  • Nursery schools (including those with maintained or direct grant status)
  • Primary schools
  • Middle-deemed primary schools
  • Middle-deemed secondary schools
  • Secondary schools
  • Special schools (Maintained and non-maintained special schools, including hospital special schools and academy special schools)
  • All-through (excluding PRUs and special schools)
  • Pupil referral units, AP academies, AP free schools (including alternative provisions (AP) academies and AP free schools)
  • Academies (including free schools, UTCs and studio schools), CTCs and non-maintained special schools)

Registered independent schools, alternative provision and early years settings (private, voluntary and independent) do not participate in the school census.

Items NOT collected during the Summer Census

The following data items are NOT collected during the Summer Census

  • Ethnicity
  • 2 Year old funding information
  • Early Years Pupil Premium and basis for funding
  • SEN ranking and type

What data will be used from the Summer Census for funding purposes?

Although not used centrally by the department for funding allocations, funded hours from the summer census may be used locally by local authorities for funding early education.

Local authority schools will either submit data directly to the DfE via COLLECT or their local authority will collate and return data on their behalf. Academies, CTCs and non-maintained special schools submit their data directly to the DfE.

1. The census module can be found in Admin > Summer Census                                                                                      

The table that appears in the census area provides links to editable areas in ScholarPack for required fields. These should be checked to ensure your data is current and complete.  

Click the buttons in the View/Edit column to check your information before calculating your census return.

Each button will take you to the area of ScholarPack where you can view or update your information.

sumcen2019.GIF

2. Census Validation

Once you have worked your way through the buttons in the View/Edit column you can click the Calculate New Census Return button on the right side of your screen.

This will take you to a validation page where any queries or errors can be viewed.  Where possible, the query or error will provide a link to take you to the area in ScholarPack where you can resolve the issue.

sumcen20191.GIF

ScholarPack have put together a 'how to' guide below to help you address any errors and queries which you may be unsure about:

Pupil level validations

School level validation

Although the data checks are very important, you cannot assume that successful completion guarantees that all the necessary data is present and that your school census return is correct. The absence of any validation errors or queries also does not guarantee a successful return. You must ensure that you have fully entered into your system all data required by the DfE specification.

Data submitted to the department should be authorised by the head of school.

Please contact support@scholarpack.com if you are still unsure how to resolve your errors or queries. 

3. Generate School Summary

Once you have resolved all of your errors on the validation page, you can click on the button labelled 'Generate ScholarPack Summary'. This will display all data entered into ScholarPack that is ready to be submitted.  The ScholarPack summary differs from the official summary by giving the option to see which students are behind the figures.

Please thoroughly check the separate tables with a colleague/headteacher to ensure that you are confident with your data before sending the return.

If you wish to print or save this page, please click on Print in the top right of this screen.

When you click Print a pop up box will appear.  You can either select the blue print button or 'Change' (in the destination section). Clicking 'Change' will allow you to choose Save as PDF instead of printing.

 

 

4. Download Your Census Return

Once you have validated your census return and checked your school summary you can select the Download census file button. This will allow you to download your xml file with all necessary information.

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This next section will show you what information the DfE will collect and where to specifically update this data in ScholarPack.

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5. School level data 

School level data required for the summer census is as follows:

For all school types:

  • LA number
  • Establishment number
  • Unique Reference Number
  • School name, address, phase, type
  • Highest/lowest national curriculum year
  • Intake, governance
  • School email
  • School phone number

Updating school level data in ScholarPack

Your school level data can be added and updated in ScholarPack by clicking on Admin>Config>Core set up>School.  If you need to make any amendments, click on the 'Edit' button at the top of the screen.  You can also access this area by clicking on Admin > Census > School (in the View/Edit column).

autcensus171.PNG

Much of the data collected represents some characteristic or status at a point in time (census day). 

Establishment Unique Reference Number

As well as the DfE number for each school, census will now collect the Unique Reference Number (URN) for each school.  We will add the URN to all our schools automatically based on the DfE and Estab number from DfE school register

6. Pupil Level Data

The table below shows what Pupil level data is collected in the summer census.

On  =  Data required for pupils on roll on census day

Off  =  Data required for pupils off roll on census day

B    =  Data required for pupils both on and off roll on census day

x    =  Not required

Title

Nursery

Primary

Middle-deemed primary

Middle-deemed secondary

Secondary

All-through

Special

Pupil referral unit

 Unique pupil number

On

B

B

B

B

B

B

B

 ULN

x

x

x

B

B

B

B

B

 Pupil’s former UPN

On

B

B

B

B

B

B

B

 Pupil surname

On

B

B

B

B

B

B

B

Pupil forename

On

B

B

B

B

B

B

B

Pupil middle names

On

B

B

B

B

B

B

B

Pupil preferred surname

On

On

On

On

On

On

On

On

Pupil former surname

On

B

B

B

B

B

B

B

Gender

On

B

B

B

B

B

B

B

 DOB

On

B

B

B

B

B

B

B

Language code

On

B

B

B

B

B

B

B

FSM eligibility start date

On

On

On

On

On

On

On

On

FSM eligibility end date

On

On

On

On

On

On

On

On

Country of UK

On

On

On

On

On

On

On

On

School lunch taken

On

On

On

On

On

On

On

On

Youth support services agreement indicator

x

x

On

On

On

On

On

On

Service Child in Education Indicator

On

On

On

On

On

On

On

On

Funded hours

On

On

On

On

On

On

On

On

Extended Childcare Hours

On

On

On

On

On

On

On

On

30-hour code

On On On On On On

On

On

Disability access fund indicator

On On On On On On

On

On

Hours at setting

On

On

On

On

On

On

On

On

Learner support code

x

x

x

B

B

B

B

B

Top up funding indicator

On

On

On

On

On

On

On

On

Post looked after arrangements

On

On

On

On

On

On

On

On

Pupil enrolment status

On

On

On

On

On

On

On

On

Class type 

x

On

x

x

x

On

x

x

Pupil date of entry

On

B

B

B

B

B

B

B

Pupil date of leaving

x

Off

Off

Off

Off

Off

Off

Off

Pupil part-time indicator

On

B

B

B

B

B

B

B

Pupil boarder indicator

On

B

B

B

B

B

B

B

Pupil’s actual NC year group

On

On

On

On

On

On

On

On

Pupil SEN provision

On

On

On

On

On

On

On

On

Member of SEN unit indicator

On

On

On

On

On

On

x

x

Member of resourced provision indicator

On

On

On

On

On

On

x

x

Exclusion category

x

B

B

B

B

B

B

B

Exclusion reason

x

B

B

B

B

B

B

B

Exclusion start date

x

B

B

B

B

B

B

B

Exclusion actual number of sessions

x

B

B

B

B

B

B

B

Pupil SEN provision

x

B

B

B

B

B

B

B

Address

On

On

On

On

On

On

On

On

Possible sessions

x

B

B

B

B

B

B

B

Sessions missed due to authorised absence (termly)

x

B

B

B

B

B

B

B

Sessions missed due to unauthorised absence (termly)

x

B

B

B

B

B

B

B

Attendance codes (termly)

x

B

B

B

B

B

B

B

Numbers of sessions missed (termly)

x

B

B

B

B

B

B

B

Different data items are collected by the DfE at different points in the year. 

Ethnicity is not collected in the Summer Census.  It is still worth checking that this field is up to date as it may be used as an aspect in your internal reporting.  Please do not use 'Not Specified'. Where an exact match cannot be found from the DfE option set please use the closest available option.

Page 129 of the DfE Census Guidance 2018/2019 provides a list of available codes.

language value should be recorded for each pupil, including nursery children.  Page 136 of the DfE Census Guidance 2018/2019 provides a list of available codes.

Funded Hours are collected for eligible 2, 3 and 4 year olds.  This looks at the total number of hours they spend in educational provision at school which are funded under the free entitlement to early education.  Any additional hours which are funded by other means e.g. the parent, should not be included against Funded Hours.

Funded hours can be recorded to 2 decimal places and should be recorded as a decimal.  For example if the total funded hours spent at the school is 20 hrs 15 mins then this should be recorded as 20.25.  Pg 144-145 of the DfE Census Guidance 2018/2019 gives a conversion table from minutes to decimals.

The table below shows the maximum Funded Hours available for pupils:

Date of birth ranges and school type/
pupil national curriculum year group
        Max entitlement to funded hours               

The following criteria for 2 and 3 year olds applies:

Born between 01/09/2014 and 31/03/2017 (inclusive) - all relevant schools and year groups                

 15 hours

The following criteria for 4 year olds applies:

Born between 01/09/2013 and 31/08/2014 (inclusive) for pupils in national curriculum year groups ‘E1’, ‘E2’, ‘N1’ and ‘N2’ only

 15 hours for pupils where 30-hour code is
 present

Extended school services such as breakfast and out of school clubs should be excluded as they are not considered to be education provision.

Please remember to change the Funded hours to 25 (if applicable) when a Reception pupil becomes full time.

Disability Access Fund (DAF)- The disability access fund (DAF) indicator records, for eligible pupils aged three and four, the receipt of DAF funding. Three and four-year-olds will be eligible for the DAF if they meet the following criteria:

• the child is in receipt of child disability living allowance; AND
• the child receives free early education (via the universal entitlement or extended
childcare hours)

Students eligible are:

Date of birth ranges and school type / pupil national curriculum year group  Born between 01/09/2014 and 31/03/2016 (inclusive) all relevant schools and year groups
Born between 01/09/2013 and 31/08/2014 (inclusive) for pupils in national curriculum year groups E1, E2, N1 and N2 only

Extended Childcare Hours (nursery schools/schools with nursery provision offering extended childcare hours only)

Some children may be able to get an additional 15 hrs childcare (giving a total of 30 hrs).  This is termed Extended Childcare. A child will be entitled to the additional free hours from the term after both of the following conditions are satisfied: (1) the child has reached the age of three; (2) the child’s parent has a current period of eligibility from HMRC. The maximum value you should record is 15 hrs

Extended entitlement hours are collected for three and four-year-old children, with working parents, who are in education provision (that is, following the learning and development requirements of the early years foundation stage) at the school.

Date of birth ranges and school type / pupil national curriculum year group Maximum funded free entitlement and extended entitlement hours
Born between 2014-09-01 and 2016-03-31 (inclusive) - with a valid 30-hour code - all relevant schools and year groups 15 funded free entitlement hours + 15 extended entitlement hours equals 30 hours
Born between 2013-09-01 and 2014-08-31 (inclusive) - with a valid 30-hour code - for pupils in national curriculum year groups ‘E1’, ‘E2’, ‘N1’ and ‘N2’ only 15 funded free entitlement hours + 15 extended entitlement hours equals 30 hours

 

This can be added to the student profile either through:

  • the extended tab for the student (Student Profile > Extended )
  • for multiple students you can use the Group Updater (Admin > Students > Group Updater)

See page 72-74 of the DfE Census Guidance 2018/2019 for more information.

30-hour code indicator - (nursery schools/schools with nursery provision offering extended childcare hours only)

The 30-hour code indicator is an 11-digit integer that is required for pupils who claim
extended hours. As with the extended childcare hours field, this applies to all 3 year olds and
those pupils aged four in ‘E1’, ‘E2’, ‘N1’ and ‘N2’ only. The code confirms the eligibility
of working parents to receive the additional 15 extended hours funding. This is particularly important as parents may split this entitlement between two providers.

When the school is presented with the code by the parent, the school must confirm the code’s validity with the local authority.

This can be added to the student profile either through:

  • the extended tab for the student (Student Profile > Extended )
  • for multiple students you can use the Group Updater (Admin > Students > Group Updater)

Hours at setting - must be checked for all Reception and Nursery pupils.  Schools should record the total number of hours a child spends attending educational activities during census week, irrespective of who funded the hours (i.e. it is the total of any hours funded under the free early education entitlement plus any extended funded hours plus additional hours of education funded from other sources such as parents). Hours at setting should be recorded for the same pupils for whom funded hours are collected.

Hours at Setting = Funded Hours + Extended Hours + Hours funded by other sources.

An important note about Funded Hours/Hours at Setting - if a child is full time their funded hours/hours at setting will be 25 not 1. If 1 is entered in this category your school will only receive the equivalent of 1 hours funding for this child as opposed to the full 25 hours they spend per week in school.

 

This can be added to the student profile either through:

  • the extended tab for the student (Student Profile > Extended )
  • for multiple students you can use the Group Updater (Admin > Students > Group Updater)

School lunch taken will be collected from all school types which have infant pupils on roll (i.e. all pupils in reception, year 1 and year 2 plus any pupils aged 4 to 6 not following the national curriculum (i.e. year group X) in each census. Data collected will be used to inform the allocation of funding following the introduction of universal infant meal funding.

This is a manual entry to be entered in Admin > Summer Census > School Lunch Taken for years R, 1, and 2.

Class type indicates whether classes attended are nursery (N) or other (O).

National curriculum year is the year in which the student is taught for the majority of their time, regardless of their chronological age.

Most of the pupil level data is entered via the pupil profile within the 'Extended' tab but some can be updated in bulk via Admin>Students>Group Updater.

Guide to Group Updater

If a student does not have a UPN you can allocate one in their extended tab, which will normally stay with them thereafter. A temporary UPN can be allocated when a student may already have a UPN but you do not yet have it on file.  

A student of 14 or older must also have a ULN. These are allocated by the Learning Records Service (https://www.gov.uk/government/collections/learning-records-service).

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7. Attendance

Attendance data is provided for any pupils aged 4 to 15 years as at 31st August 2018 who were on roll for one or more session(s) during the term for which data is collected.  The summer census looks at attendance data from 01/01/2019 to Easter Sunday 21/04/2019   

The census gathers the number of sessions possible per student, and where there are absences, the reason(s) for absence and the number of sessions lost for that reason.

Dual registered pupils - each school records attendance and absence for the sessions the pupil is required to attend at their setting.  Use the 'D' code where the pupil should be attending the other school.

For dual registered pupils please check the 'Enrolment Status' is recorded correctly:

  1. Current (Single registration at this school)
  2. Guest (Pupil not registered at this school but attending some lessons or sessions)
  3. Current Main (Dual registration)
  4. Current subsidiary

Pupils recorded as "Guest' will not be included in your return.

Persistent absenteeism for the summer census is based on a threshold of 10 percent absence from the start of the academic year to the end of the period in question. 

You are able to view an individual pupil's attendance by clicking on the Attendance tab on their personal profile:

To enter and amend pupil attendance information, go to Register>Manage Register

  

8. Exclusions

Exclusions (not for nursery schools) data is also provided for any pupils who were subject to any exclusions in the 2017 autumn term.  The exclusions information collected in the summer census is required for all types of exclusions including fixed period, lunchtime and permanent.  All those exclusions with start dates between 1 September 2018 and 31 December 2018 will be reported in the census.

Pupil exclusions are entered into ScholarPack via the pupil's profile within the Conduct tab.  For fixed period exclusions, each full day counts as two sessions.  Where a fixed period exclusion is for a lunchtime, each lunchtime counts as one session.

Once entered in here, a report can be generated by going to Reporting >Reports > Conduct> Exclusions

Attendance and exclusions data is required for pupils who are no longer on roll on census day but fit the above criteria.

9. Free School Meals Eligibilty

Free school meals eligibility indicates eligibility in England on the grounds of social deprivation and is independent of any universal entitlement or of eligibility in another country.

To minimise the impact of the rollout of universal credit and the introduction of a net earned
income threshold to determine eligibility for free school meals, transitional
arrangements have been put in place to ensure that no pupil loses a meal as a result of
these changes.

Transitional protections should be awarded as follows:
• any claimant who is in receipt of free school meals on 31 March 2018 should
continue to receive free school meals until the end of the universal credit roll out
period, and then until their phase of education ends. This covers until at least
Summer 2023, and applies even if their circumstances change and they would
no longer meet the eligibility criteria.
• any claimant who gains eligibility for free school meals from 1 April 2018 will
continue to receive free school meals until the end of the universal credit rollout
period, and then until their phase of education ends. This covers until at least
Summer 2023, and applies even if their circumstances change and they would
no longer meet the eligibility criteria.

Free school meals eligibility periods are required for all on roll pupils.  This information should relate to any periods of FSM eligibility since the previous census, so dates 18th January 2019 and 16th May 2019 inclusive. Pupil Premium funding will be directed to children with FSM eligibility.

The Early Years Pupil Premium is not collected in the Summer census.

To view your pupil's FSM eligibility periods you can go to Admin >Students > Manage FSM or click on the FSM Eligibility tab in the census area under the View/Edit header.

Universal Infant Free School Meals

Pupils who are only in receipt of a free school lunch due to the infant pupil universal entitlement should not be recorded as FSM as they are not eligible for pupil premium funding.

Infant pupils who are eligible for pupil premium funding due to means testing should be recorded as FSM in the usual way (as above) even though they are eligible for free meals because of their age.

See the attached link for further pupil premium conditions of grant information:

Pupil Premium Conditions of Grant

Adopted from Care details are collected.  Please note: Children adopted from care are eligible for the pupil premium (£2300 per pupil).  

This data item can be edited in the child's profile area within the 'Extended' area.

Please choose from the following values:

  • Ceased to be looked after through adoption
  • Ceased to be looked after through a special guardianship order (SGO)
  • Ceased to be looked after through a residence order (RO)
  • Ceased to be looked after through a child arrangement order (CAO)

Service Child indicator - This is now collected at every census and this information is recorded in ScholarPack within the child's profile in the 'Extended' area.

10. SEND Provision

SEND provision can be entered via the pupil's profile in the Support area (the SEN permission role is needed to access this resource).  Click onto the white cog next to the SEN header to enter your provision.

Top up funding - this data item is collected for pupils that require additional support (usually SEN) which costs more than the specified threshold.  This can be recorded in ScholarPack via the child's profile within the 'Extended' tab.

Submitting your returns

You will then need to access COLLECT to upload your completed file.

COLLECT WEBSITE: https://sa.education.gov.uk/idp/Authn/UserPassword

Your school office should have the relevant username and password credentials to log in.

Please note: some local authorities may require schools to submit their census return to the LA before sending to the Collect website. Please check with your local authority.

For further advice and information, please see attached DfE documentation:

DfE Census Guidance 2018/2019

Deadlines

Some local authorities suggest that schools return census files to them ahead of the official DfE deadline, in order to allow time for checking. A list of known guidelines is below:

  • Nottinghamshire: Maintained Schools , Academies TBC

 

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