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Fileset News

Fileset 1705 is now available on our customer portal.  Please see below:

Capita now advise all schools to use this Fileset for creating their census.

Fileset 1705 provides the following changes compared to Fileset 1704:

  • Attendance Collection 2020 (Maintained Schools in Wales) Cancelled by the Welsh Government.
  • CES Census 2021 (Catholic Schools in England and Wales) No change.
  • DENI Returns 2020 (Maintained Schools in Northern Ireland) No change.
  • NDC 2020 (Maintained Schools in Wales) Cancelled by the Welsh Government.
  • PLASC 2021 (Maintained Schools in Wales) No change
  • Post-16 Returns 2020 (Maintained Schools in Wales) No change.
  • School Census Autumn 2020 (State Schools in England) No change.
  • School Census Spring 2021 (State Schools in England) Version 2021.1.4 of the DfE validation files & Version 2021.1.4 of the DfE summary report files. This will also trigger errors 2265 & 2280 for incorrect information recorded against an exclusion. We therefore advise schools to apply this fileset to check their exclusion information and update the summary. Otherwise it may trigger these errors once uploaded to collect.

 

Fileset 1706 is not yet available however, we only recommend that this is required for schools with early years pupils.

The DfE have provided an amended version of their validation and summary report files to update the ‘date of birth’ ranges for Table 7 (Early years pupil premium for nursery schools) and Table 8 (Early years pupil premium for non-nursery schools). These new validations will be provided via Fileset 1706. This new Fileset will be made available as soon as possible after Census Day. However, the data submitted within the census file is not impacted and will be as entered in the Early Years panel of the School Census Spring 2021 application.  This can be verified via the the EYPPR (Early Years Pupil Premium Receipt) report.

Consolidated Database Patch 2 (26263)- England & Wales Released 20/01/21 available via SOLUS3

This patch will also be taken into account for the SIMS 7 Spring Release 2021 and includes updates previously provided by Consolidated Database Patch 1. The patch will provide the following updates for the first time. Please see statement from Capita:

School Census Spring 2021 (England)

  1. Temporary COVID-19 attendance codes

As you probably know, as well as providing temporary COVID-19 attendance codes Capita modified the school census application so that it would map the temporary codes back to permanent codes I or Y as appropriate.  This modification was fine for School Census Autumn 2020, as this autumn census reported on the summer term of academic year 2019/20 when the temporary codes and their mapping were valid.  However, it is not suitable for School Census Spring 2021, as this spring census reports on the autumn term of academic year 2020/21, where the DfE has changed the reporting of COVID-19 from permanent codes ‘I or Y‘ to permanent codes ‘I or X‘ and changes to the daily Education Setting Status form have made the meaning of the temporary codes inappropriate.

The modification Capita made to the school census application for mapping of the temporary COVID-19 attendance codes to their permanent counterparts is still in place for School Census Spring 2021, so Capita have created this patch to remove the mapping.

Obviously, this update will only be relevant where a school has made use of the temporary COVID-19 attendance codes in registers for the autumn term 2020, which is unlikely to be the case as Capita can let customers know that they should not use these temporary codes for academic year 2020/21 and provided a patch to make the codes unavailable for selection.  However, Capita recommend that all DfE schools apply this patch as it can do no harm where customers have followed advice not to use the temporary codes for academic year 2020/21 and it could stop incorrect data from being provided in the census where Capita advice has not been followed.  This update is also safe for all non DfE schools to apply, although again it will provide no relevant improvement for them.

  1. Display of attendance start date for schools with 6 terms

This aspect of the Consolidated Database Patch 2 ensures that the ‘Attendance collection from date’ displayed in the Census Detail panel of the School Census Spring 2021 applications indicates the start of the first term of the pupils’ academic year when a school has defined a six term academic year. There has been no need to adjust anything for the collection of the attendance data itself, as this already uses the start date for the first term of the academic year.

PLASC 2021 (Wales)

Capita have removed the section of the patch for resetting the default reference date to the 26th of January, as the Welsh Government have decided to postpone PLASC 2021 to some point in March or later.

CES (Catholic Education Service) 2021 (Changes are only relevant to Wales)

  1. Ensure that in Wales the new NPQH tick box, which has been added for SWAC (School Workforce Annual Census), is used for calculating the number of staff who have achieved NPQH (National Professional Qualification of Headship), rather than the indication of NPQH in the staff qualification table.  For schools in England, the staff NPQH totals continue to be calculated from the qualification table, as the NPQH tick box is not available for schools in England.
  2. Ensure that in Wales the staff SWAC Roles table, which was added for SWAC, is used for calculating the Current Leadership Team roles rather than from roles as entered for contracts.  This provides a more accurate calculation for schools in Wales, where most schools do not maintain contract data.  For schools in England, the Current Leadership Team roles continue to be calculated from the roles entered for contracts.
  3. Ensure that the default CES Census 2021 date for schools in Wales is set to the 26/01/2021.  Even though the Welsh Government has postponed PLASC 2021 to some, as yet unspecified, date in March or later, it is best for the CES Census to make use of the last specified date for PLASC, which is the 26/01/2021.  For schools in England, the default CES Census 2021 is already in line with the School Census Spring 2021 date of the 21/01/2021.

Consolidated Database Patch 1 (Patch 26225) – Released in November 2020 now included in Consolidated Database Patch 2.

As you probably know, as well as providing temporary COVID-19 attendance codes Capita modified our school census application so that it would map the temporary codes back to permanent codes I or Y as appropriate.  This modification was fine for School Census Autumn 2020, as this autumn census reported on the summer term of academic year 2019/20 when the temporary codes and their mapping were valid.  However, it is not suitable for School Census Spring 2021, as this spring census reports on the autumn term of academic year 2020/21, where the DfE has changed the reporting of COVID-19 from permanent codes ‘I or Y’ to permanent codes ‘I or X’ and changes to the daily EDSET form have made the meaning of the temporary codes inappropriate.

The modification Capita made to the school census application for mapping of the temporary COVID-19 attendance codes to their permanent counterparts is still in place for School Census Spring 2021, so Capita have created this patch to remove the mapping.

Obviously, this patch will only be relevant where a school has made use of the temporary COVID-19 attendance codes in registers for the autumn term 2020, which is unlikely to be the case as Capita let customers know that they should not use these temporary codes for academic year 2020/21 and provided a patch to make the codes unavailable for selection.  However, Capita recommend that all DfE schools apply this patch as it can do no harm where customers have followed Capita advice not to use the temporary codes for academic year 2020/21 and it could stop incorrect data from being provided in the census where our advice has not been followed.

It also included a number of fixes for the Autumn Census 2020 (England), Post 16 Return 2020 (Wales) and SWAC 2020 (Wales) CAPITA advised all DfE schools to apply this patch after upgrading to the latest autumn 2020/21 release.

DfE have extended guidance on the Early Years Hours at setting.

Funded hours, extended hours and hours at setting for pupils who are in attendance during census week should be recorded as normal.

Funded hours, extended hours and hours [at] setting should be recorded as zero in the following circumstance:

    • The nursery provision has chosen to close
    • Where the child is not attending because the school has chosen to restrict nursery provision to certain groups of children (e.g. vulnerable children and children of key workers) …”

Funded hours, extended hours and hours at setting should be recorded as the number of hours the pupil would normally be expected to attend during census week in the following circumstances:

    • pupils are absent because they are self-isolating
    • parents have chosen not to send their child to nursery
    • the nursery provision has had to temporarily close or be partly closed due to circumstances such as staff infections or isolation periods … “

Although Capita can see that the two sources of guidance may not directly contradict each other, in that one is about what a school ‘chooses’ to do regarding closure and the other is about what the school feels ‘obliged’ to do regarding closure, we believe that schools could easily misunderstand such a subtle difference and provide data that could lead to incorrect funding.

Capita have contacted the DfE to suggest that further clarification may be needed and we recommend that where a school is involved with this type of closure, they should wait for this clarification before uploading their return to COLLECT.

Once the school is sure that they have understood this area of the DfE guidance they can enter the data via Tools | Statutory Returns Tools | Update Early Years.

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