Transcript PLASC - 2002
SCHOOL WORKFORCE CENSUS AUTUMN 2012
Anita Belworthy ScoMIS Applications Analyst
School Workforce Census
The Annual Statutory SWC Return enumeration date is
Tuesday 6 November 2012
Return Date to Devon LA is
14 November 2012
School Workforce Census
• SIMS will need to be on the Summer Upgrade. Version 7.146
• In order to run the School Workforce Census you must be a member of the Personnel Officer User Group • Check in System Manager to make sure that the person responsible has the correct access rights
Personnel Updates
Please make sure that any updates to Service Terms etc that have been supplied by your LA are imported prior to the Census date
SWC Return 2012 contains..
• All members of staff in regular service employed on 6 November 2012 • Contract/service level details for staff in regular service between 1 September 2011 to 6 November 2012 • Absence data for all teachers and teaching assistants during the previous academic year • Current Teacher vacancies • Headcount of third party support staff • Level 4 or above qualifications for all staff in regular service • Curriculum subjects taught by teachers and teaching assistants in Secondary schools
CHANGES!
All staff with a named staff record within your return will include their Pay and Hours information.
Any staff record missing this information will generate a validation error.
CHANGES!
Description
Total Pay
amended to
Base Pay Base Pay
is the pre-tax annual salary of a member of staff as at 6 November 2012. Information about
Base Pay
is not collected for staff paid by a daily rate
CHANGES!
Workforce Members Allowance Details Report This report shows a breakdown of the Additional Payment Amount and helps with the calculation of allowances It uses snapshot data of payment details and allowances as at 6 November 2012
CHANGES!
New fields are displayed on the School Information Panel • Previous School Name • Date Name Changed • Previous Estab Number • Date Number Changed Focus – School – School Details
CHANGES!
These fields are shown for all schools but should only be completed where applicable.
This will be necessary for all schools that have changed to Academy status or changed their name/DfE number within the collection period.
CHANGES!
New Academies that have not changed their name
must
enter the current school name in the Previous School Name.
They then enter the date of change to Academy Status as the date in the Date Name Changed field.
CHANGES!
The date entered as
Date Name Changed
will be used to ensure that data relating to the previous setting of the school is not collected • Contracts, allowances and absences that ended before the date will
not
be collected • Contracts that started before the date and continued afterwards
will
be collected • Where an allowance started before the date and continued afterwards, only the data
after
the date is collected • An absence started before the date and continued afterwards will trigger a warning message to say the absence is
not
included in the return. You will need to amend the absence accordingly.
CHANGES!
Previous Authorised Census Returns A new routine enables the school to report on previous returns, so that data can be compared across years.
These can be accessed via the Tools / Statutory Return Tools / Authorised Census Returns.
What staff data is included?
• Staff details • Contract details • Service Agreement details for agency teachers • Payment details for all categories of staff • Absence details (Teachers and TA’s) • Curriculum details for Teachers and TA’s (Secondary Schools only) • Qualifications for all staff – level 4 and above (i.e. Post A Level)
School data included
• Teaching vacancies • Occasional teachers • Third party staff count
Which Staff do I include?
• Teachers • Teaching Assistants • Other support staff in regular service • Caretakers, Catering and other staff employed direct by the school (include Agency premises staff in the headcount if they are in the school at any time on Census day) • Agency staff – if they are in Regular Service • Regular Service defined as completed service of 28 days or more (not necessarily continuous).
Which Staff do I exclude?
• Breakfast Clubs and After School Clubs are extended services and are therefore not in scope.
• Children’s Centres and Early years Settings are also out of scope.
• Any staff supplied via a Service Agreement with the LA (i.e. Educational Pyschologists, Scomis Technicians, DCC Finance Officers)
People in P7 not included
• Temporary staff with a service of less than one month • Non contracted temporary staff employed on a temporary basis • PGCE students on teaching practice • Staff working in breakfast or after school clubs • Teachers 2011
only
engaged in one to one programmes • Governors and voluntary staff • Staff whose contracts finish before 1 September
Which Teachers to include?
Is this Teacher directly employed by the school with a
current
contract for 28 days/more YES: Individual data required Are they employed via a NO:
current
Service agreement with a third party (not LA) for 28 days/more?
YES: Individual data required YES: Individual data required Note: Roles/Contracts of staff working in extended services or only working in the OneToOne Tuition Programme are not required NO: Were they employed by the school via a contract/SA (not with LA) for 28 days/more in the period between 1/9/11 and 6/11/12 YES: Include in headcount of occasional teachers NO: Are they an occasional teacher (employed for less than 28 days) and in school on 6/11/12?
NO: Do not include in School Workforce Census
Which Non-Teachers to include?
Is this non-teacher directly employed by the school with a
current
contract for 28 days/more
NO:
Are they employed via a
current
Service agreement with a third party (not LA) for 28 days/more?
NO:
Were they employed by the school via a contract/SA (not with LA) for 28 days/more in the period between 1/9/11 and 6/11/12
YES:
Individual data required
YES:
Is there a role code that corresponds to the job that the person carries out?
NO:
Are they employed via a service agreement with a third party (not the LA) and in school on 6/11/12?
YES:
Is there a role code that corresponds to the job that the person carries out?
NO
: Do not include in School Workforce Census
YES:
Individual data required
NO:
Check with LA/DfE what level of data is required Note: Roles/Contracts of staff working in extended services or only working in the OneToOne Tuition Programme are not required
YES:
Include in the headcount of third party support staff
NO:
Check with LA/DfE If this person should be included in the headcount
Which staff to in/exclude?
If you are in any doubt please contact your local authority.
Academies – contact the Dfe helpdesk [email protected]
Teachers & TAs
Origin information must be provided for all Teachers and Teaching Assistants who started after September 2011 Destination information must be provided for all Teachers and Teaching Assistants who left after September 2011
REMINDER
Submission of the SWC is statutory. This means that schools do not need to obtain consent for the provision of data from individual members.
However, schools and LA’s must satisfy Data Protection Act obligations and let staff know that the information is being collected
Privacy Notices for Staff
formerly Fair Procession Notice
The DfE recommend that those already in receipt of Privacy Notices are advised of these new links as the previous links were to documents which have now been removed.
Privacy Notices for Staff
formerly Fair Procession Notice
• The Privacy Notice guidance has been updated. This can be found at: http://www.education.gov.uk/schools/ad minandfinance/schooladmin/ims/data collections/schoolcensus
Privacy Notices for Staff
formerly Fair Procession Notice
• DEVON SCHOOLS ONLY • The Privacy Notice guidance has been updated. This can be found at: http://devon.gov.uk/j4s-privacynotice
Data Checking Sheets
• There is a staff data checking form report available from the Scomis website http://faq.scomis.org/kb7560/ • Follow the instructions on the faq to import and run the report.
• The report does not contain contract information.
Reminder
• Temporary Teacher Numbers should
not
be submitted. • If a Teacher Number is not available, then the corresponding field should be left blank and a note sent to the local authority or put against the query in COLLECT to explain why.
Reminder
• Where staff are acting up within the same school, the Department’s preference would be for contract information on the acting up post, not the substantive post, to be returned.
Reminder
Please do not remove the “Eligible for SWR” tick from a member of staff’s record who has left. The SWC collects historical data, so may need their information to be supplied.
If they have left before the start of the SWC period, they will be automatically excluded from the collected data
Reminder
If a member of staff has more than one contract and one is required for SWC, then you will need to leave the tick in “Eligible for SWR” on their record.
You will then need to email your LA/DfE to tell them which contract information to exclude via Collect.
You will need to manually record the name and contract details of the staff member on your detail reports to ensure a true and correct record.
PREPARATION
SIMS requires a
Fileset
provided by Capita This can contain: • Files used to determine what is included in the return • Updates to the Validation Errors Summary • Updates to the Summary reports • Updates to the Detail reports
PREPARATION
The current fileset for SWC is number
116
.
When you have run the Create and Validate routine, the
Validation Fileset ID
is displayed on the left-hand side of the Summary panel header.
If you are not on Fileset 116 you can follow the instructions on http://faq.scomis.org/kb2896/
PREPARATION
Run the Pay Related Checking Reports to ensure all Service Terms are mapped correctly Reports – Run Reports – Focus – Service Terms Run the following reports • ST Pay Scale Definitions • ST Allowances • ST Post Definitions These reports will show the mappings for each Service Term
in use.
Curriculum
Information on the curriculum is only required from Secondary Schools with timetabling software that interfaces with their MIS.
Curriculum
• The default requirement is the week in which the census date falls.
• Subject code, hours taught and year groups must be recorded.
Curriculum
Information is required for all teachers in regular service, as well as teaching assistants where they are timetabled.
Curriculum - Hours
• If your school operates a timetable cycle covering two weeks, then an average figure over that period should be calculated and submitted.
• The SIMS SWC software does this for you – as tested by a secondary school last year
Curriculum – Year Group
• This must reflect the NC Year Group to whom each subject is being delivered.
• Year 10 students on an accelerated GCSE course should be shown as Year 11
Staff Absences
Absence data must be entered in SIMS.net and is being collected for staff employed in the previous academic year i.e. 1 st September 2011 to 31 st August 2012.
This includes many types of absences, such as sickness, compassionate leave and secondment periods.
Staff Absences
• Absence data is only required for teachers and teaching assistants. It is optional for other members of staff.
• Absence data due to training is included in the return but is not reported upon as it is not a statutory requirement
Staff Absences
Examples of activities or circumstances that are
not
counted as absence for School Workforce Census are: • taking part in activities such as field trips • days that are non-working days under a person’s contract • PPA time • INSET days • NQT non-contact time • Training • Working at a Consortium school or a Primary/Secondary linked school • attending meetings that are part of an individual’s normal duties
Staff Absences
Working days lost – sickness only
• It is important to accurately record the number of working days missed • Good practice would be to discuss the period of absence and working days lost with the member of staff at a “return to work” meeting.
Staff Absences
Schools using Cover software
• Where absences are recorded via Cover, some but not all of the SWC required fields are completed in the Absences panel. The additional details will need to be entered manually before the Census is run.
• Where absences are recorded via the Absences panel, the relevant fields are copied to the Cover software. The Cover record does not require any further input.
Qualifications
• Post A Level (NFQ Level 4+) qualifications are collected for ALL staff • Whether or not a qualification has been verified does not need to be provided.
Qualifications - Teachers
• Their initial teacher training qualification e.g. PGCE, BEd, Certificate in Education.
• For those with a PGCE, information on prior degrees.
• For those without QTS or those trained overseas, all qualifications relevant to their engagement as a teacher.
• Any subsequent qualifications gained relevant to their job as a teacher as detailed later.
Qualifications for TA’s to include
• Post-graduate Certificate in Education (PGCE) • BEd or other 1st degree combined with teacher qual • Certificate in Education or equivalent • Doctorate, eg PhD • Masters Degree, eg MSc, MEd • Postgraduate certificates and diplomas • Other first degree (ie not BEd or other first degree combined with teacher qualifications) such as BA & BSc • Graduate certificates and diplomas • Diplomas of higher education and further education • Foundation degrees • Higher national diplomas • Certificates of higher education • Non-UK teaching qualification
Qualifications
• Schools may check the qualifications held by the Teaching Agency and provide any qualifications that are not held by them • OR gather and record the information in SIMS
Qualifications
Schools check the qualifications held by the Teaching Agency for their qualified teachers, instructors and overseas trained teachers via their web based service (link below) and provide any qualifications not held by the Teacher Agency. www.education.gov.uk/employeraccess/LoginAction.do
, If your establishment has not already registered for this service please e-mail [email protected]
with the following information: • Full name of the establishment • Contact address of the establishment • Establishment DfE number • E-mail address of the Head teacher or Principal and their full name.
Please contact the Teaching Agency in good time as it takes at least four working days to register for the service.
Qualifications
Information on the following qualifications does not need to be provided as the Department will obtain it direct from the National College for Leadership of Schools and Children’s Services: National Professional Qualification for Headship (NPQH) and Certificate/Diploma for School Business Management (CSBM/DSBM).
First & Second Subjects
• Each qualification should have either one or two subject specialisms associated with it and these should be recorded using the JACS (Joint Academic Coding System) codes.
• The codes are not visible in SIMS, just the descriptions • If a subject is not listed, then please leave it blank on the submitted record.
First & Second Subjects
• A second subject would only be required if the qualification had two subject specialisms attached to it, e.g.
• A BSc in Mathematics & Statistics would have the first subject as Mathematics (G100) and the second as Statistics (G300)
Vacancies
This is a manual input for vacant teacher posts and requires the subject codes to be mapped as mentioned previously
Vacancies
A post is considered vacant for the purposes of the School Workforce Census if it: • is not covered, or • is covered temporarily by other staff within the school, or • is covered by a teacher on a contract of less than one year.
Vacancies
The following vacant posts should be
included
: • those the school has tried to fill but were not filled on the Census day • those where an appointment has been made but was not in post on the Census day • those for all types of qualified teachers from classroom teachers to head teachers
Vacancies
The following should be
excluded
: • those not becoming vacant until after the Census day (eg where teacher has resigned but is serving notice).
Running the SWC
• Having completed as much preparation as possible
please carry out a dry run
• Once validated this will give any validation errors that may need investigating
Running the SWC
• If you do NOT buy into the Scomis upgrade service or are NOT on the terminal server you will need to import the latest
Fileset
(currently
116
) before doing a dry run.
• It can be downloaded from the Scomis website by clicking on the Frequently Asked Questions link and typing in
Fileset 116
in the Search box.
Running the SWC
• Check the path for the output file, for a stand alone computer this should be
c:\sims\star\ascout\swc
• Create and Validate
(Nursery, Primary and Special Schools
• Calculate All Details (Secondary)
Running the SWC
• The section for Vacancies • All vacancies that remain unfilled on the Census Day must be entered
Running the SWC
• The section dealing with Occasional Teachers Information • Details of Supply Teachers employed on the Census Day will need to be entered here
Create &Validate
This can be carried out as many times as you wish in order to correct any validation errors that have been reported in earlier attempts.
Reports
Once you have Created and Validated and before Authorising the return you should run the Detailed and Summary Reports for data checking purposes.
Detailed Reports
Reports
Reports are generated in HTML - use the Page options to send by e-mail or edit in Word Alternately copy and paste the table into Word or Excel further analysis and checking
Authorising the Return
When you have produced the file you wish to submit – click on Authorise .
This panel was introduced in the 2011 SWC Return. You will not be able to continue until you have ticked the box to confirm the head teacher is satisfied with the Return
Authorising the Return
Once Authorised the Summary report is displayed on the Screen in HTML which you can Print and Save for future reference or submission to the LA / Dfe if requested.
Known Errors
People missing from or wrongly included in the SWC return.
On the Staff record there is a tick box entitled “Eligible for SWR”. This allows you to control which records are brought in or excluded from there return.
If your personnel numbers are wrong, check this box against missing/extra names and set accordingly.
Known Errors
People missing from the SWC return.
On the Service Term mapping report, ensure that their service term is mapped to a post.
Tools – Staff – Pay Related Highlight their Service Term (i.e. LD) and check that a SWC post has been specified within Section 4 – double-click on the post and the 4 th field is entitled SWC post. If necessary , select one from the drop-down list and save.
Known Errors
Errors/Queries
When you run “Create and Validate” it will give you a list of failures against your data. Each of these will have a number. A full list of the 2012 Error/Query codes can be found under the SIMS/FMS button on the Scomis website.
The dedicated SWC page holds all available DCC links and documentation.
Known Errors
Error 4410/4700/4710 - No Role details have been supplied.
• Check the details of the contract. • Select the required employee via
Focus - Person - Staff
• Open the applicable contract from the
Employment Details
panel. • The
Edit Contract
dialog is displayed. Click the
New
button adjacent to the
Role
area to display the
Add Contract Role
dialog and add the role details. • If a role already exists, check the role
End Date
is valid.
Known Errors
Error 5000 - Absence Category is invalid
. •Open the record through
Focus | Person | Staff
and navigate to the
Absences
panel. •Open the absence record and select the appropriate
Absence Category
from the drop down list.
Known Errors
Error 6200 - Qualification Code is invalid.
• Open the record through
Focus | Person | Staff
and navigate to the
Edit Qualification Professional
dialog.
panel. Select and open the qualification record to display the • Select the correct
Qualification Level
from the drop-down list. Post A Level qualifications only are required for the School Workforce Census.
Known Errors
Error 6530 - The same person has a total Full Time Equivalent ratio greater than 1.5.
• Open the record through
Focus | Person | Staff
and go to the
Employment Details
panel. Open the contract and review the value in the
FTE field
. It is unlikely that a FTE over 1.5 is correct.
• Check that dates on suspended or previous contracts are correct and valid
Known Errors Failures noted, role identifier missing
This was due to the contract end date not matching that of the role end date.
Known Errors
Uploading the file via SecureNet • Ensure that you are sending the
.xml
file.
• Hosted schools should run SecureNet from within the Terminal Server in order to find the file successfully.
• If the file does not upload, close the file and open it again. Try the upload again • Contact Scomis if you are still experiencing problems.
Known Errors
Click on OK. Click on the
browse
button and navigate to where you have saved your workforce census. This is normally [network letter]:\sims\star\ASCout\SWC
Further Information
The Guidance Notes and other documentation etc. will be available from the following website: www.devon.gov.uk/j4s-workforcecensus
Further Information
DFE site for advice for schools and academies http://www.education.gov.uk/schools/adminandfinance /schooladmin/ims/datacollections/swf
Further Information
Once the file has been authorised, it must be uploaded to the LA as advised or direct to DFE via Collect as soon as possible.
It is best to upload this overnight on COLLECT as it can take a long time
Need more help?
Running the Census via SIMS Scomis 01392 385300 [email protected]
General Advice Devon 01392 383142 Plymouth Torbay 01752 307503 01803 208916 [email protected]
Academies - contact the DfE direct [email protected]
Check latest versions of SIMS, CCS_Base_Lookups and Fileset are installed Reports – Run Reports - Focus – Service Term Run all reports to check current settings Routines – Statutory Returns – School Work Census Create a new return Check information displayed on School Workforce Census Details page. Add/Edit pages if required Create and Validate the return Any Errors or Queries requiring action YES Produce the Validation Errors Summary Report Resolve Errors and Check Queries NO Produce the details Reports Check report content is correct Produce the Summary Report Check the content is correct Printout the Summary Report Seek Authorisation approval and signature from Head teacher Authorise the Return Submit the Return