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January 2023 Spring Census

The 2023 Spring School Census is on 19th January 2023. DfE (Department for Education) guidance on completing the School Census can be found here

The classes information collected in the Spring Census is based on the last digit of your DfE Number as shown in the table below for Spring 2023: –

Last digit of your establishment number Selected time
4, 7, 8 or 9 the selected time is one hour after the start of afternoon school
0, 1 or 5 the selected time is one hour after the start of morning school
2, 3 or 6 the selected time is one hour before the end of morning school

Alternative Provisions

The DfE have added two new items to the Common Basic Data Set (CBDS) for identifying Alternative Provisions. This will be included in the School Census from Spring 2023 (January Census). You will find further information in the appropriate MIS section below.

Please note: Training courses for Spring Census are taking place this month – please see the ‘MIS Training’ Section at the end of the newsletter for more details.

Summer Exams Reminder

Exams Reminder: Final date for Summer 2023 entries is 21st February 2023.

Please see here for JCQ (Joint Council for Qualifications) key dates.

Webinar Recordings Available

Don’t forget!

The recordings from our Autumn Term Best Practice in MIS webinars are available to view on the customer portal https://my.schoolicts.co.uk/

Our Customer Portal has been developed to provide support and knowledge, it is full of top tips, useful guides and all our webinar recordings so please make use of this valuable resource.

If you’re unable to access the portal, please e-mail: helpdesk@schoolicts.co.uk and we will be able to set you up as a user or if required, re-set your password.

Severe Weather Warnings - Recording A School Closure

Are you familiar with adding a school closure to your MIS? As we head into the severe weather season, this may be useful. Please see the relevant MIS section below for more information on how to record this in your MIS.

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SIMS Census

DfE CBDS (Common Basic Data Set) specification changes

Two new fields are available for identifying an Alternative Provision, for inclusion in a School Census, for the first time in the Spring 2023 School Census.

  1. Companies House Number
  2. AP (Alternative Provision) Postcode

SIMS Compliance

SIMS Summer Release 2022

School Arranged Alternative Provision Placements table of Registration panel of Focus | Student | Student Details

  • ‘Companies House Number’ column has been added to identify the AP placement but is not collected in School Census Autumn 2022. It will be collected in School Census Spring 2023, depending on the provision of other identifiers.
  • ‘AP Postcode’ column has been added to identify the AP placement but is not collected in School Census Autumn 2022. It will be collected in School Census Spring 2023, depending on the provision of other identifiers.

SIMS Autumn Release 2022

Routine | Statutory Returns | School Census

The following two fields will be taken into account for the first time in School Census Spring 2023 and will be added to our On Roll Basic Data detail report.

  1. Companies House Number
  2. AP Postcode

Alternative provision company number

This data item records the Company House company number, where applicable, of the establishment within which the pupil has taken up an alternative provision placement.

The first collection of this data will be in the spring 2023 census.

See the alternative provision placement setting type section for full details.

Alternative provision placement postcode

This data item records the postcode, where applicable, of the establishment within which the pupil has taken up an alternative provision placement.

The first collection of this data will be in the spring 2023 census.

See the alternative provision placement setting type section for full details.

Fileset 2302

Fileset 2302 was due to be released mid-December, but as this may have been after some schools broke up for Christmas, please visit our Customer Portal to check the latest fileset available for the Spring 2023 Census. There is also a helpsheet on our Customer Portal for downloading and importing filesets into SIMS: – https://my.schoolicts.co.uk/

Census Day Data Tidy

Once you have had your Autumn upgrade to version 7.208, and can see your Spring Census, you can start tidying data in readiness for Census Day.

School Closure in SIMS

You can add a School Closure (an ‘Exceptional Circumstance’) in SIMS is through: –

Focus | Attendance (or Lesson Monitor) | Exceptional Circumstances.

This is how we can record a Snow Day or a Boiler Breakdown, etc. (You can also record a planned closure in the same way). There is a short video and a helpsheet on our portal that you can access via this link: https://my.schoolicts.co.uk/portal/kb?id=242

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Arbor Census

The dry run will be available two weeks before Census Day, Thursday 5th January 2023, under the following menu route:

School | Data | Export | Data Returns and School Census

Please see our Helpsheets on the Customer Portal using the links below for your school phase:

Primary

Secondary

As mentioned in the General section above, the DfE CBDS (Common Basic Data Set) specification changes will be set within Arbor and collected in the January Census.

Alternative provision company number

This data item records the Company House company number, where applicable, of the establishment within which the pupil has taken up an alternative provision placement.

The first collection of this data will be in the spring 2023 census.

See the alternative provision placement setting type section for full details.

Alternative provision placement postcode

This data item records the postcode, where applicable, of the establishment within which the pupil has taken up an alternative provision placement.

The first collection of this data will be in the spring 2023 census.

See the alternative provision placement setting type section for full details.

ArborFest 2023

ArborFest 2023

When: Thursday 26th January 2023
Where: Kings Place, LondonJoin Arbor at ArborFest 2023 – their biggest in-person customer conference to date! Meet school and trust leaders from across the Arbor Community for a day packed with inspiring talks and workshops – all exploring the theme “Transforming the way schools work.”Can’t make it in-person? Arbor are also live streaming the day too – so sign up for a digital ticket instead.

Book your free tickets here

Top Tips!

In Tables you can drag and drop a column to the left or right and that freezes the column like in excel. We have a demonstration video on our customer portal in the video library section.

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Did you know that by right clicking with your Mouse on any screen in Arbor you have the option to navigate back and forward on any screen, you can also refresh the page from this option too!

Arbor 2

Looking at reporting in Arbor? We have a comprehensive range of reports on our Customer Portal in the Knowledge base section. These are free, ready to download and range from a variety of topics such as Attendance Analysis, Staff Absence, to Student Demographic reports. Check out our customer portal here https://my.schoolicts.co.uk/portal/home

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Autumn Census 2023 – Good Practice for Post 16 Schools

Autumn Census 2023 – Good Practice for Arbor Schools with Post 16

In the Autumn 2023 Census, planned learning hours are collected for year 12 and year 13 students for both the current and previous academic years. For students who were on roll at the time of the previous Autumn Census (2022), the fields are automatically populated by Arbor and should use the value recorded in the system from the last Autumn Census (2022).

We are aware that Arbor intend to make improvements to what they currently output in line with DfE guidance however at this moment they do not have a time frame for this.

We would advise that Arbor schools keep a hard copy of the Autumn Census 2022 planned hours for Year 12 and Year 13 students. Planned hours in the current census (2023) return can then be checked to ensure that the previous planned hours are calculating correctly. These should match those that were submitted at the time of Autumn Census 2022. Planned hours include both qualification and non-qualification hours. They should not include additional hours from any changes to programme of study enrolments.

This information can be downloaded using the following menu route:

Students | All Students |Bulk Update | Planned Learning & EEP Hours |Download

Recording a School Closure in Arbor

You can add a school closure (Snow Day, Boiler Breakdown, etc.) in Arbor via: –

Students > Attendance > Bulk Edit Marks Standard or Students > Attendance > Absentees > Planned Absences.

NB:  Registers will need to be opened before doing this.

We have videos on both routes available via this link: https://my.schoolicts.co.uk/portal/kb?id=620

Duplicate E-mails

Arbor have recently rolled out a new development which has highlighted areas where there is a duplicate email within the system and this is to help schools reduce the amount of logging in issues.

The new feature was designed to highlight these areas to prevent Guardians, Parents, Staff and Students being unable to get logged in first time. This feature creates a smoother transition between all 3 login features. (Parent Portal, Arbor App & School MIS)

Some schools may see a number of duplicate emails highlighted in the ‘To do’ section. Guidance on resolving these issues can be found Resolving issues in my To Do list

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Spring Census FAQ's

The census is saying that the student numbers are different to what I believe to be on roll?

The census will calculate the student numbers on the day of the census (even if you are running your census after census day).

If you go to Reporting >Reports > Students (tab) > On Roll by Date and enter the census date, you can see the numbers ScholarPack will be using on the day of the census. Check the numbers per year group to see if there are any irregularities.  It would be worth focusing on new starters and those who have gone off roll recently to check if entry/leaving dates are correct.

It is also worth going to Admin > Students > Group Updater and checking the student attribute of Hidden Pupil. Any student who is set to Yes for this will be excluded from all census calculations, including on roll figures.

Can I look at data from a previous census?

If you go to Admin > Census, look under “Past Census Viewer” and find the census from last year then click on the ‘Open SP Summary’ button. From here you can then see the census summary with all the data that was recorded for the census. Please note you can only view the Censuses you did on ScholarPack. Only Student Censuses will be available – we do not store historic Workforce Census.

Why is a pupil not showing in Table 11 of the census for having SEN support?

Go to the student profile and choose the support tab. SEN provision needs to be correctly recorded in here.

Table 7 in the Census displays data for Funded and Extended Childcare Hours for pupils on roll aged 2, 3, and 4 years

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If you go to Reporting>Custom Report, New Report, select the nursery year groups (-2, -1 etc) on the left side under General Filters, and on the right Features tab select Funded Hours, Hours at Setting, Extended Childcare Hours and 30 Hour Code.

Sp 2

Select Run Report at the bottom of the page and then filter the columns by date of birth (click on the header to bring in date order), or funded hours (enter 0.0 to filter for those with no funded hours, or 15.0 for 15 funded hours, etc).  Total numbers will appear at the base of the page. Make sure you are choosing students who are born between the dates in Table 7 for each row to ensure the correct number of students have recorded funded and extended childcare hours.

Any changes to these hours can be made in the student record on the extended tab.

If this is for an individual student, you can do this on their profile’s extended tab, under the School Information header.

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The Hours at Setting will be the total number of hours they attend your nursery, and the Funded Hours cannot be greater than 15. The Extended Childcare Hours is additional funding the student is eligible for (not any additional hours that parents pay for). If the Hours at Setting is 30, and Funded Hours plus Extended Childcare Hours are both 15, then the student will need to have a 30 Hour Code, provided by HMRC. Save the information entered here at the base of the Extended Tab.

How do I enter UIFSM on census day?

On the census it is necessary to enter if a student in reception, year 1 or year 2 has had a meal on census day.  To enter this information please go to Admin > Census > School Lunch Taken.

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If the school is closed, or a class absent on Census Day, the DfE offers advice for unusual circumstances – click here for details.

Recording a School Closure in ScholarPack

Click on the link below to watch a quick video on how to add an Exceptional Circumstance (Closure) to ScholarPack:

https://my.schoolicts.co.uk/portal/kb?id=621

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SIMS and Arbor Training Courses

Training courses for the academic year 2022/2023 can be booked now! We have a comprehensive schedule of online ‘live’ training courses along with e-learning style Distance Learning courses to help you develop your knowledge and get the most out of your MIS (Management Information System).

Here are some of the courses we have coming up soon:

  • Primary Spring Census SIMS – 10th January 2023 half day am
  • Primary Spring Census SIMS – 10th January 2023 half day pm
  • Secondary Spring Census SIMS – 11th January 2023 half day am
  • Secondary New Office User SIMS – 12th January 2023 full day
  • Primary and Secondary Spring Census (combined) ARBOR – 17th January 2023 half day am
  • Primary New Office User SIMS – 24th January 2023 full day
  • Behaviour user training and reporting ARBOR – 24th January 2023 half day am
  • Exams Organiser SIMS – 25th & 26th January 2023 2 full days
  • FMS Year End – 27th January 2023 half day am
  • Examinations in ARBOR – 30th January 2023 full day
  • Curriculum Management using NOVA T6 – 31st January 2023 & 1st February 2023 days 1 & 2 (of 4)
  • Curriculum Management using NOVA T6 – 7th & 8th February 2023 days 3 & 4 (of 4)
  • Attendance in ARBOR – 1st February 2023 half day am
  • Personnel and Basic Analysis in ARBOR – 2nd February 2023 half day am
  • Assessment Essential Skills SIMS – 2nd & 3rd February 2023 2 full days
  • New office User in ARBOR – 8th February 2023 half day am
  • Standard Reporting in SIMS – 9th February 2023 full day

To book any of the above courses please visit: https://www.schoolicts.co.uk/online-training/

For our full Distance Learning catalogue, please visit: https://learning.schoolicts.co.uk/

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NEW Virtual Data Manager Team

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School ICT has launched a NEW School Genie – Data Genie – which is our team of Virtual Data Managers (VDM).

When maintaining your schools data is not possible, our Virtual Data Genie team enables you to maintain, enhance or completely outsource your schools data management, ensuring best practice and continuity of your schools data, at all times. Whether it be a one off to support with a particular time of year such as census or exams, for a short to medium term period like maternity or sickness cover, or if you’re perhaps struggling to recruit – to fully outsource your schools Data Management, we can provide a solution.

Why choose a Data Genie service? 

  • Expertise: We only employ highly experienced and qualified Data Managers.
  • Peace of mind: Always someone available, should your dedicated VDM be absent, there will be no loss of continuity of your service.
  • Value for money: Save your school money. Payment options available.
  • Free School Genie reports*: Worth £295. *When purchasing the Outsource Service
  • Access to the School ICT Customer Portal: Valuable resources to help your school save time and money.

Data Genie service options:

  • Maintain: Ensuring continuity of your Data Manager service.
  • Enhance: Providing you with extra support at key times of the academic year such as Census or Tables Checking.
  • Outsource: Our full Virtual Data Management Service – a dedicated VDM with the backing of an expert MIS team.

For further information, including customer testimonials, please visit: Data Genie or call: 0345 222 6802 – option 3 or e-mail: enquiries@schoolicts.co.uk.

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Census, Exams, End of Year… could you do with an extra pair of hands at key times of the academic year?

Working alongside School ICT, School ICT Resourcing place both permanent and temporary specialist support staff into schools.

Candidates are available from a days placement through to a whole school year. All candidates have completed the safer school recruitment process, and have enhanced DBS clearance.

For further information please call: 0113 372 0039 or visit: www.schoolictresourcing.co.uk

Due to retire? If yourself or any colleagues are retiring soon, and would consider working on a temporary or ad-hoc basis, please contact Helen who would love the opportunity to speak with you about the potential of adding you to our candidate list.

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