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It's our last Newsletter of this academic year! – With lots of year end jobs to do, please see the general section below and then the relevant section for your MIS for more info. to support you with these.

Post 16 Census

New to this, or need a refresher? Now is a great time to get ahead of the Post 16 Census. We have courses for this and other areas available.  Please find information on training and consultancy here: https://www.schoolicts.co.uk/training-2/

We have a Distance Learning Course for Course Manager: SIMS Course Manager | School ICT (schoolicts.co.uk)

We also offer P16 health checks!   Book in early to avoid disappointment.

Considering Moving MIS?

As we understand the needs of schools are ever-changing, we are interested in understanding if you are considering a review of your current MIS within the next 12 months? With years of expertise and knowledge in supporting MIS we would like to offer our free impartial services to help you evaluate your options.
We have a pre-recorded webinar on our customer portal on things to consider if you are looking to move:
If you are interested in a free consultation with our team to discuss your school’s requirements please email helpdesk@schoolicts.co.uk or call us on 03452226802 to book a slot.

Setting up the New Academic Year

Important reminder: New Academic Year set up – PLEASE DON’T WAIT UNTIL SEPTEMBER to do this!  Whichever MIS you use, it needs to be done before you finish for the year.  If you need help, please contact us via any of the usual methods:

School ICT customers:

Contact: 0345 222 6802 Option 1, helpdesk@schoolicts.co.uk

Portal: https://my.schoolicts.co.uk/

turn IT on customers:

Contact: 01865 597620 Option 2, mis.support@turniton.co.uk

Portal: https://portal.turniton.co.uk

Top Tip

Do not link staff records to old pupil/contact records in your MIS!  For most systems, this will cause a problem.

Year 11 and Year 13 Leavers

Make sure all your leavers info is in, especially ethnicity and first language, as these will cause problems with your Autumn Census if they are missing and it’s quicker and easier to check and enter data now than it will be in October (save yourself some work!).

For Year 11 Leavers, they must be on roll until the last Friday in June (28th June) (this term is not picked up in Census for the DFE).

For Year 13 Leavers, they must remain on roll until the end of June (off-rolling as of 1st July) in order to retain P16 funding.

The Big Switch On - Free demos and webinars, covering questions schools are raising when considering Moving MIS

The Big Switch – Online Festival is a week of free demos and webinars run by Arbor, covering questions schools are raising when considering Moving MIS.

Arbor’s team will be on hand to break down the migration and onboarding journey, and to show their Primary School MIS – including popular features like digital registers, cashless payments, and built-in parent comms.

It’s a great way to see what Arbor is like, as told by schools really using it. Sign up for free tickets here you will also have an option to Select School ICT as your current support provider when registering for the sessions, which is really important 😊

Data Management Services from School ICT

Are you struggling to recruit a new Data Manager?

If you’re having trouble recruiting a Data Manager or need temporary cover for a Data Manager e.g. for maternity leave or long-term sick leave, we can assist you with our remote Data Manager service, giving you access to our data management services team.

Our team consists of experienced former school Data Managers who can handle all necessary tasks, offering a cost-effective solution. Since our team works remotely, geographical barriers are not an issue and there will always be someone on hand to help you with your data query whether that be Arbor, Bromcom or SIMS.

For more information, visit https://www.schoolicts.co.uk/datamanagement/ or call 0345 2226802.

Exam Results Days

Due to the nature of results day, our consultants will be available to deal with helpdesk tickets from 7:00am on Wednesday 14th August 2024 (A Level results download day), and Wednesday the 21st August 2024 (GCSE results download day).

To log a call outside of normal office hours please log via our Customer PortalPlease include as much information as possible (including contact details) to allow us to assess the severity of your issue and support needed, including screenshots of the issue.  All calls will be ‘triaged’ and responded to, based on the time of receipt and the severity of the problem.

If you have any questions or would like help with any of the above, please email helpdesk@schoolicts.co.uk, or log a call on 0345 222 6802.

Autumn Term online training - book now!

We have a comprehensive schedule of online ‘live’ SIMS training courses and a growing number of Arbor and Bromcom courses, along with Distance Learning courses, to help you develop your knowledge and get the most out of your MIS (Management Information System).

Booking is now open for 2024/2025.  Please visit https://www.schoolicts.co.uk/online-training/ for the online (live) courses, or https://learning.schoolicts.co.uk/courses/ for the Distance Learning courses.

For Upcoming Courses please see below:

IMS Preparing for a New School Year (Primary) Thursday 4th July (Full Day) https://www.schoolicts.co.uk/events/preparing-new-school-year-primary-online/
SIMS An Administrators Guide to Nova Tuesday 9th July (Half Day) https://www.schoolicts.co.uk/events/admin-guide-maintaining-the-timetable-online/
SIMS Managing Results Day Wednesday 10th July (Full Day) https://www.schoolicts.co.uk/events/managing-results-day-online/
SIMS Managing Results Day Thursday 11th July (Full Day) https://www.schoolicts.co.uk/events/managing-results-day-online/
SIMS Administrator New Office User Primary Monday 16th September (Half Day) https://www.schoolicts.co.uk/events/new-office-user-primary-online/
SIMS Administrator New Office User Secondary Tuesday 17th September (Half Day) https://www.schoolicts.co.uk/events/new-office-user-secondary-online/
SIMS Preparing for Autumn Census –P16 Wednesday 18th September (Half Day) https://www.schoolicts.co.uk/events/post16-census-online/
Arbor New Office User

Wednesday 18th September (Half Day)

 

https://www.schoolicts.co.uk/events/arbor-new-office-user-primary/
SIMS Cover Thursday 19th September (Full Day?) https://www.schoolicts.co.uk/events/cover-online/
SIMS Primary – Preparing for School Census Friday 20th September (Half Day) https://www.schoolicts.co.uk/events/autumn-census-primary-online/
SIMS Personnel Monday 23rd September (Full Day) https://www.schoolicts.co.uk/events/personnel-online/
BROMCOM Census Combined P16 Monday 23rd September (Half Day) https://www.schoolicts.co.uk/events/bromcom-census-training-893/
SIMS Secondary Autumn Census Tuesday 24th September (Half Day) https://www.schoolicts.co.uk/events/autumn-census-secondary-online/
Arbor School Census Combined (Primary and Secondary) Tuesday 24th September (Half Day) https://www.schoolicts.co.uk/events/arbor-census-training/
Arbor Personnel & Basic Analysis Wednesday 25th September (Half Day) https://www.schoolicts.co.uk/events/arbor-staff-and-basic-analysis/
Arbor Preparing for P16 Census Thursday 26th September (Half Day) https://www.schoolicts.co.uk/events/arbor-preparing-for-post-16-census/
Bromcom Preparing for P16 Census Thursday 26th September (Half Day) https://www.schoolicts.co.uk/events/bromcom-preparing-for-post-16-census-980/
SIMS FMS New User – Central School (Non-Bank Account) Friday 27th September (Half Day) https://www.schoolicts.co.uk/events/fms-basic-online-536/
SIMS Primary – Autumn Census Monday 30th September (Half Day) https://www.schoolicts.co.uk/events/autumn-census-primary-online/
SIMS Secondary – Autumn Census Tuesday 1st October (Half Day) https://www.schoolicts.co.uk/events/autumn-census-secondary-online/
Arbor Examinations Tuesday 8th October (Full Day)

https://www.schoolicts.co.uk/events/arbor-examinations/

 

SIMS Administrator Intermediate Office User – Primary Tuesday 8th October (Full Day) https://www.schoolicts.co.uk/events/new-office-user-primary-online-902-928/
SIMS – An Administrators Guide to NOVA Wednesday 9th October (Half Day) https://www.schoolicts.co.uk/events/admin-guide-maintaining-the-timetable-online/
SIMS FMS New User – Bank Account Schools Wednesday 9th October (Half Day) https://www.schoolicts.co.uk/events/fms-basic-online/

School ICT and turn IT on Customer Contact Details

School ICT customers:

Contact: 0345 222 6802 Option 1, helpdesk@schoolicts.co.uk

Portal: https://my.schoolicts.co.uk/

turn IT on customers:

Contact: 01865 597620 Option 2, mis.support@turniton.co.uk

Portal: https://portal.turniton.co.uk

Our customer portals allow you to

  • Log and track tickets
  • Watch webinars
  • Search Knowledge base for information
  • Latest news
  • Remote support
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New Attendance Codes

Just a reminder that the Summer Upgrade needs to be done before the end of July.  The new codes come into effect from August ready for September, and therefore need to be in place by then.

We have been advised by ESS that because of the new Attendance codes, etc. that the upgrades are taking longer than usual – sometimes up to 30 minutes, where 5-6 minutes is the norm, so for the schools who do your own upgrades, please make your IT people aware of this, but please also make them aware that it MUST be done, ideally before the end of July.

ESS have also advised not adding attendance codes into the new year as well because any codes added before the upgrade will need to be put in again after the upgrade, even if they are existing codes.

If the upgrade isn’t put on ready for September, then every code for every pupil for every attendance session will need to be re-input (even if it’s the same code), so please save yourself some work and ensure that this is done prior to August.

ESS have a useful newsfeed regarding the changes to Attendance codes, which you can find here.

We have a couple of Webinars where we can show you the new codes in SIMS:

SIMS Attendance Codes Webinar – School ICT (schoolicts.co.uk) – Wednesday 10th July 2024

SIMS Attendance Codes Webinar – School ICT (schoolicts.co.uk) – Wednesday 17th July 2024

SIMS Next Gen Showcase – School ICT (schoolicts.co.uk) – Friday 27th September 2024

For schools who use the Teacher App, please ensure that this is updated before September to ensure that the new codes are available.

Attendance Certs – Know Issue Following Upgrade

When printing individual Attendance Certificates for pupils via Reports | Attendance | Individual Pupil Reports | Registration Certificate Report, there is a known issue following the upgrade regarding the spacing within the certificate:

This has been reported to ESS and they are currently looking at it.

We are conscious that this is the time of year when schools will be sending Attendance Certs home with reports, and as a workaround in the meantime, you can use your printer settings to ‘Fit to page’, or reducing the print to 75-80% of the size seems to make the certs print on one page.

Exams

School ICT has produced a number of documents to guide you through results day, these are all available to download from our Customer Portal under the Exams category My.Schoolicts.co.uk–  if you do not have an account please contact the helpdesk.

Key Documents

  • Exam Results Preparation 2024 – must read – this document lists all of the preparation required prior to results day, the basedata version summary and the 16 – 18 Discount Families.
  • Claiming BTEC Results – 7B Basedata – If you have students who will be certificating in BTEC Qualifications this summer, additional preparation is required. The results basedata (7B15_23) should be requested via EdexcelOnline, imported into the Summer Season in Exams Organiser and an entry file submitted to the board.  This will ensure that you receive results electronically.  Please see the BTEC results basedata help sheet HS0081 for a step-by-step guide.
  • Common Results Day Issues – outlines any errors and resolutions you may experience when downloading  and importing results files.
  • Managing Performance Indicators in SIMS (PI) – detailed instructions on how to update the Performance Measures information for Summer 2023 (document refers to 2021 but is still relevant).
  • Results Day Survival Kit June 2024 – Information to assist in achieving a successful results download day.
  • DfE Spreadsheetswhich specify which qualifications count in the KS4 and 16-18 Performance Measures in 2024 (Performance points and discount codes).
  • Importing Results for Cambridge Technicals – Helpsheet HS0103.

 Other Key points 

  • BTEC basedata patch 17395 – discount codes will need to be added into the BTEC basedata so that the BTEC qualifications are correctly identified on the exams reports. This can either be done manually or by requesting Patch no. 17395 via the helpdesk.  This should only be done after you have refreshed the basedata for all qualifications, as the patch can only be applied once.
  • Before results day make sure you have refreshed all of your basedata to the latest version (information on how to do this on the Customer Portal).

Training

We are running Managing Results day courses for SIMS on 10th and 11th July 2024.  We encourage schools who have not run a results day to attend.  To book a place, please use one of the links below:

SIMS Summer 2024 Upgrade (7.218)

You can find the Release Notes for the new upgrade here: SIMS – SIMS 7 Combined Release Notes (support-ess.com)

The upgrade has been released to those schools who do their own upgrades, and the process of releasing the upgrade to those schools where we do the upgrades is under way. If you would like the upgrade sooner, please let us know. We will firstly send out an email to all schools to let them know the upgrade is available, with a link to the release notes. If at any point you have a date you would like the upgrade to be run, please do let us know via the helpdesk and we can ensure this is put into the schedule for you.

On the morning of your upgrade, we will send you an email with the details below: –

School ICT are planning on running the SIMS update out of hours tonight. If this is not convenient, please let us know ASAP so we can reschedule this at a more convenient time.

To ensure the upgrade runs smoothly, we advise you to ensure all users are logged out of SIMS but their PC has been left turned on. If any PCs are turned off, when they are next turned on, the upgrade will automatically apply.

This email will be sent by 12 noon on the morning of your upgrade.

If you feel as though the date provided is unsuitable for any reason, please reply to the email and we will be happy to rearrange it for a more suitable date. We do ask, where possible, to please let us know by 2:30pm if you do NOT wish for your upgrade to go ahead. After 3:00pm the upgrade will be released and will run automatically on your system after 8pm.

If School ICT completes your SIMS upgrade, please fill in the form below. This allows us to ensure the correct people receive the email regarding the upgrade and if you can provide us with your preferred dates and any other details you feel are relevant, we can make the upgrade as smooth as possible for you. This is a good way if your IT technician is in on a Wednesday so you would like it to run on a Tuesday.

https://forms.office.com/e/fa943s6vXG

If turn IT on completes your SIMS upgrade, then these will be rolled out w/c 8th July.  If you would prefer a particular date, then please contact the support desk: support@turniton.co.uk or telephone: 01869 597620 option 1

Bulk Update

Use this facility to ensure that the leavers records are complete (and any other areas too!!).

Ensure that Ethnicity and First Language has been entered for all pupils to save time at Census.  This can be done easily via Routines | Pupil/Student |Bulk Update

SIMS Next Gen

SIMS Next Generation provides a collection of new browser-based modules that allow your staff to use SIMS on any capable device. Once your school is onboarded you can roll out each of the modules to your teams at your own pace, as well as review and adopt new modules as they are released.

ESS have put this guide together to help you through the initial setup (onboarding videos can also be found here)- it only needs to be completed once for the whole school and then you are ready to go!

The onboarding and data preparation tasks can be completed simultaneously and are managed by different audiences.  Our colleagues here at School ICT are working with schools to carryout onboarding and data preparation tasks, please get in touch via helpdesk@schoolicts.co.uk if you require support with this process.

We have a free Webinar to showcase Next Gen, so please join us there!:

SIMS Next Gen Showcase – School ICT (schoolicts.co.uk) – Friday 27th September 2024

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Arbor Admin Access – School ICT and turn IT on can offer our schools additional support, at no extra cost and as part of your existing SLA

Arbor Admin Access.  

What benefit does this functionality bring to you?

With your permission School ICT / turn IT on can carry out Arbor Admin functionality for your school on your Arbor MIS.

This would mean that we would be able to diagnose and resolve a selection of common issues and perform common data refreshes for example, refreshing course calendar entries, populating missing payment accounts and access audit logs.

This ability would negate the need to escalate these tasks to Arbor Support and result in quicker support resolutions.

If you haven’t had the email and feel you should have, please call School ICT on 0845 222 6802 or email helpdesk@schooolicts.co.uk for turn IT on customers call 01865 597620 (opt.2) or email mis.support@turniton.co.uk 

Year End and New School Year Set up

Arbor Documentation:

The end of year handbooks for Arbor are available here:

 Arbor Webinars:

 Arbor webinars on the end of year are available here:

Housekeeping

It is also a good time to carry out the following housekeeping tasks:

  • Use the Data Quality Dashboard to start your year with clean quality data
  • Check Current & Guardians
  • Check Current & Future Students
  • Check Current & Future Staff as well as the School Work force Census
  • Resolve duplicate records
  • Carrying out this house-keeping at the end of term or over the summer will save time in Autumn term and cut down on errors and queries in the Autumn and Work Force Census returns

Timetable

Please ensure you check the requirements for importing your timetable in Arbor Community. It is a different process when importing from Timetabler to importing a timetable from Edval.

New School Year Setup steps 6 to 9 for secondaries

Importing from TimeTabler.mp4 – Google Drive

Importing a timetable from Edval – Arbor Help Centre (arbor-education.com)

Staggered starts - If you have students who don’t start right away take a look at this article:Staggered Start Dates

Timetable periods can be used to help align your attendance marks into set groups. If you want to use this feature again, you will need to set them up by following the instructions in this article.

 

Post 16 Schools – Programmes of Study and Leaning Aims

Programmes of study can be used by Post-16 institutions to record their year 12 and year 13 student’s courses and which course is their Main Programme, detailed can be found here:

Programmes of Study and Core Learning Aims for Post-16

Reminder: You must set up a new programme instance for each cohort of students, e.g. BTEC L3 Hospitality and Catering is a two year qualification, so the instance is set up for a two year period, 2023-2025, when the current year 12 students move into year 13, then a new programme instance would need to be created for the new year 12 students 2025-2027.

Please note adding a course to a programme instance does not automatically enrol students into the programme instance. Only students enrolled in the programme instance will feature in the calculations used for funding.

When students have finished their programme then they must be marked as Completed. This can be done via Bulk Complete.

If a student withdraws:

If any students are enrolled in the course the programme is linked to, you can choose what to do with the student’s enrolment into the course:

  • Withdraw from programme only – students will be withdrawn from the programme but will remain enrolled in the course and class registers.
  • Withdraw from both – students will be removed from both with the end date for the programme withdrawal applied to the course as the last day the student will appear in class registers.

Assessments – Copying over Assessments

If you used Arbor Assessments this year, you’ll need to copy over your setup to next year. Take a look here for how to copy over your assessments.

Data Collection Policies are linked to the Assessment policy. Because you need to select the assessments to create or copy over each year, you also need to define your Data Collection Policies each year if you use them at your school. You can see how to add Data Collections here

Behaviour 

If your currently using Behaviour in Arbor you will need to copy over your setup to next year. This means setting up your detentions and detention slots along with Internal exclusions, guidance can be found here.

Using behaviour for the first time?

Take a look here for how to:

  • set up your behaviour policies for the first time if this is your first year using Arbor
  • schedule your detention and internal exclusion sessions if you used behaviour in Arbor last year

Please see Arbor’s handy check list when completing your New schools year setup here.

Did You Know....Creating Test Clubs and Trips?

We highly recommend you DO NOT create test or dummy clubs or trips on your school site. You should only create clubs and trips that will be going ahead – to learn more on how to create these, please see our articles:

If a test or ‘dummy’ activity has been created and is only used for testing or troubleshooting purposes, this can create issues such as:

Incorrect Data recorded

Once a student has been added to attend a club or trip, the information linked to the club or trip will be recorded on the student profile. This is visible via Student Profile > Activities > Club/Trips. This cannot be removed.

The Club or Trip is available for parents to book

Club:

Once the club has been created, you will NOT be able to delete this if:

  • Any attendance marks have been recorded for any of the club sessions.
  • Any invoices are linked to the club either from making a payment or selecting the sign-up option.
  • Any trips have been linked to the club.

Trip:

Once the trip has been created, you will NOT be able to delete this if students have signed up for the trip (even if the sign-up was refunded or cancelled).

Guardian consultations may not be able to be booked:

If a staff member has been assigned to a trip on the same date as a guardian consultation, you will not be able to remove them from the trip. This will cause issues with booking slots for guardian consultations: Managing Guardian Consultations.

Arbor Behaviour - Reminder

Just a reminder for Arbor Behaviour: detentions and internal exclusions need to be set up again each year, whereas behaviour types and point awards scales will carry over. Automatic incident workflows will have to be re-set up after this academic year has ended, using the new detentions/internal exclusions for 2024/25

Arbor Labs

Arbor Labs will be the new home for beta releases within Arbor. Giving users access to our latest, innovative features so they can test them and give feedback before everyone else.

Arbor Labs will launch with some great betas, including AI Custom Report Writer builder and calculation fields and BI Viewer.

Why should your school join Arbor Labs?

  • Get early-bird access to try our latest innovative features before anyone else
  • Test different workflows and processes to explore better ways of working
  • Give early feedback and have a say on new features before wider release
  • Connect with like-minded, forward-thinking Arbor users via Arbor HQ
  • Arbor Labs allows schools to test features before widespread release, allowing us to gather critical feedback to better improve our newest product updates. To provide feedback on Arbor Labs, just head to the Arbor HQ here and let us know your thoughts. Arbor Labs is currently available for school sites and will be coming to MAT sites soon.

You can go to School > Arbor Labs to get started!

Permissions for schools and MAT sites

If you are on a school site, you will need the new School: Arbor Labs: Administer permission to enable and disable Arbor Labs features, although all users will be able to view the Arbor Labs page and see the features currently enabled and disabled. If you are a MAT staff member logging into a school site, you will need the same permission on your profile.

For schools, this permission is assigned to the Head Teacher business role by default.

For MATs, this permission is given to the CEO and Data Manager business roles by default.

This can also be added as an ad hoc permission to other trusted users’ profiles by anyone with the Permissions: Administer permission.

Switching on Arbor Labs features.

On the Arbor Labs page, you will see a list of all of the features currently being tested, and the tick or cross in the Status column shows whether or not the feature has been enabled.

Arbor 1 labs

You can see if your site is eligible to test a feature by clicking onto the About this feature button. If you are eligible and you have the School: Arbor Labs: Administer permission, you will see a description of the feature and you will be able to click the Switch Lab On button.

View the Full Article available here.

New DfE Attendance Codes for 2024/2025

Arbor have provisionally stated that the new DfE Attendance Codes for the academic year of 2024-2024 will be released on Arbor sites on 5th August 2024. This release will also be accompanied by guidance on the Arbor help centre.

Further information will be available near the time.

Summer Exam Results Day

  • Ensure you have set the Embargo settings for who can view results on download days by going to Examinations/ Administration/ Results Embargo Settings (instructions)
  • If you have students who will be certificating for BTEC qualifications, please request the 7B basedata from Edexcel Online.  Once received, please forward to us so that we can ask Arbor to upload it to your school site.  The qualifications can then be added to your Qualification Offering and the relevant entries should be made and sent to Pearson via an entry file (instructions)
  • Import results via Students/Examinations/Results Administration/Results Import using these instructions
  • Set embargoes against any results file you have imported
  • Resolving any errors – link to guide
  • DfE Spreadsheets which specify which qualifications count in the KS4 and 16-18 Performance Measures in 2023 (Performance points and discount codes)

Detailed guidance on how to import your exam result files this summer and other exam related essential tasks:

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Year End in ScholarPack

The Year End module of ScholarPack enables you to configure ScholarPack for the next academic year.

To start your Year End procedure go to Admin > Year End.

You cannot complete the Year End process until the last day of the summer term and after the PM register has been taken. However, there are aspects of the Year End process that you can start before the last day of the summer term which this guide covers.

There are six essential Steps (1-6 listed below), which need to be completed and a 7th Step which is optional.

The process is a linear function and each section needs to be carried out in the order indicated.

•  Year-End-Step-1-Introduction-and-Preparing-for-Year-End

Year End Step 2-Archive-Attendance

Year End Step 3-Produce CTFs for Leavers

Year End Step 4-Off Roll Leavers

Year End Step 5-Promote Students up a Year

Year End Step 6-Set Up the New Year

Year End Step 7-Complete Year End

You cannot go back to a previous step once you have passed it.

To begin your Year End go to Admin.

Scholarpack 1 year end

Before you begin the Year End process please make sure that your final register has been completed:

Scholarpack 2 year end

Once you have completed these steps you can then prepare for Year End:

Scholarpack 3 year end

There are some useful links for each of the steps earlier in this article.  

Changes to Attendance Codes

The DfE have requested changes to the attendance codes for 2024/2025 academic year. These changes will take effect from August 2024, and will impact all schools in England.

Click here to see the newest version of Working together to improve school attendance.

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End of the Academic Year is almost here!

Below are some links to guidance and courses that will help through setting up for next year.

End of year main guidance page 

You can Book onto End of Year Webinar or Attend drop in session  if you have questions after attending the webinar

Below is a shortlist to more commonly used guidance, with many more available on the main end of year page. 

Exams

  • Ensure you check and refresh your basedata if necessary (instructions).
  • If you are using the Student Portal to publish examination results, please refer to How to Configure Exams for the Student Portal to configure it correctly.
  • Ensure you set result embargoes. First, define which staff can view embargoed results via Config/Setup/Roles and Permissions.  Choose a role (eg Exams Officer), go to the Examination module, then the Maintenance section and ensure View Embargoes Results is ticked.  Second, set the embargo via Config/Examination/Seasons.  Select the correct season and ensure that Results Embargoed? is ticked (full instructions in the guide below).
  • If you have students who will be certificating for BTEC qualifications, please request the 7B basedata from Edexcel Online. Once received, please import into Bromcom, make the relevant entries and send to Pearson via an entry file (instructions).
  • Please refer to the Results Day Guide 2024 for a full explanation of all the above tasks

Web Wednesdays

Don’t forget to check out Web Wednesdays for top tips on a variety of topics!

Please go to the Bromcom Community website and sign in.

Primary Data Collections 2024

Background

The DfE have requested changes to the attendance codes for 2024/2025 academic year. These changes will take effect from August 19th 2024, and will impact all schools in England using the Bromcom MIS and any new schools coming on board. We have estimated that the DfE attendance code changes will be released to all of our customers on the August 16th 2024. Below are the specific changes that will be applied to Bromcom in response to the new DfE guidelines. The new attendance code set is part of latest Common Basic Data Set (CBDS) that DfE published.

A copy of this release is also available on the Help Centre here.

For Third Party Guidance see here.

Change 1: Implementing the new two-character codes using the existing subcode feature.

Bromcom will utilise our existing subcode feature in the MIS to implement the new two-character attendance codes that DfE have requested. The new attendance codes, and subcodes will be available from August 2024.

Please see the new codes below, the areas highlighted in green are the new codes and subcodes, the mark description for existing codes will also be updated. The below table shows the new mark description.

Bromcom 1 attendance

Bromcom 2 attendance

We will enhance our Attendance Codes’ export mark feature to support two-character attendance codes where they are used for CTF, Census or any other statutory returns.

Please not that C0 is not a DfE code, this has been added to utilise the existing subcode feature. However, during export mark C will be displayed.

Change 2: Updates to Bromcom MIS

Following the DfE guidelines, we are updating the below modules/areas on our system to support these changes. These areas will be enhanced to ensure that the new two-character attendance codes are visible and are correctly integrated into the relevant calculations for mark meanings.

Attendance Dashboard

Insights Dashboard

Attendance Analysis

MCAS

Ad Hoc/Quick Reports

Built in Reports

MAT Vision

Capita one exports

Change 3: Reporting

Ad Hoc/Quick reports and the built in reports will be updated to support and display the two-character codes, where attendance marks are reported. This covers both the new Statutory two-character codes and subcodes created by a school. All subcodes used to record attendance for a student will now be visible in Quick reports and the built in reports.

Change 4: Teacher Dashboards and Manage Attendance Pages updates

The new two-character codes by the DfE are not expected to be used by teachers, so, there will not be changes within the existing teacher dashboards. Teachers are not expected to use any of the two-character codes or(subcodes) on take register screens (Old and New UI) or the teacher App. This capability using subcodes will be reserved for roles with access to the attendance pages like; Manage Attendance and Bulk Attendance Update. Functionality will be linked to where the marks are entered, not specific roles.

Change 5: Changes to the Statutory explanation of some codes

The below codes may require statutory explanations, as per DfE guidelines. Statutory explanations will be made optional on the MIS. However, warning messages will be displayed highlighting the importance of recording an explanation based on the DfE guidelines.

B

K

Y7

In the manage attendance pages, there will be a new option to record statutory explanation, this will be different from the current comment option which will remain unchanged.

Change 6: Retiring H attendance code

In line with the DfE guideline, attendance code H will be retired and will no longer be available from August 2024. Authorised holidays will now be recorded using code C, if applicable. If you have utilised “K” code before, the code will be claimed by DfE’s code set, so meaning and purpose of the “K” code will be changed from 24/25.  If your school is setup to use any other custom attendance codes (i.e. A, 1, 2, 3, 4, 5, 6, 7, 8, 9, 0), they will remain unchanged and continue to work as they are now.

Change 7: CTF Exports

The Introduction of the two-character code requires the CTF Export Attendance string to be updated in line with CTF Technical Specification 2024 (CTF 24 Specification).

Attendance codes string will be stored are comma separated to allow for separation of codes which could be either one or two characters.

 

Attendance – Enhanced Validation Checks for Registers

This release is coming on the evening of Monday 17th June and is for Primary and Secondary school registers in both the new and old UI.

The following release has been created to address the potential safeguarding issue where an Admin/Attendance Officer and a Teacher are both entering Attendance Marks into the same register at the same time.  Currently, if the Admin/Attendance Officer enters a Protected Mark, the Teacher is unaware and can unintentionally overwrite the existing entry in the register, and vice versa.

The solution will implement a database-level check without changing the behaviours of how Marks are entered into registers.

All Attendance Marks entered by the Teacher will now be checked at a database-level to see if any Attendance Marks have already been entered by the Admin/Attendance Officer. We will then perform validation checks to either allow the Teacher’s Marks to remain or overwrite them with the existing Admin/Attendance Officer’s Marks. The validation rules are explained below.

A check has been implemented when a Teacher enters an Attendance Mark in the register to verify if a Protected Mark has already been entered by the Admin/Attendance Officer .

An existing Protected Mark will only be overwritten if the Teacher enters a Present Mark. This is current functionality.

If a Teacher attempts to change an existing Protected Mark to a non-Present Mark, they will be notified that the change is not allowed. (See screenshots below). Instead, the existing Protected Mark entered by the Admin/Attendance Officer will appear on the Teacher’s register.

In Primary (new and old UI) and Secondary (new UI) registers, the validation check will be performed each time a Teacher enters an Attendance Mark and the notification will read ‘While the register was open, the attendance mark was updated’:

Bromcom 3 attendance

In Primary photo view and Secondary (old UI) registers the validation check will be performed each time the user clicks the Save button and the notification will read ‘While the register was open, the attendance mark was updated’ and will list the Student names that have an existing Protected Mark:

Bromcom 4 attendance

Example of notification in Primary photo view and Secondary (old UI) registers

Note: When registers are open simultaneously by both the Teacher and the Admin/Attendance Officer, as part of this implementation, the Teacher will not see a warning message if they overwrite the Admin/Attendance Officer’s Mark with a Present Mark. Please bear in mind this also applies to the Mark All As Present button.

However, as part of the existing functionality, if the Admin/Attendance Officer enters a Protected Mark and saves the register, and a Teacher later attempts to overwrite this Protected Mark, the Teacher will see a warning message.

Note: This validation check has not been implemented in Students > Student List > Actions > Attendance register.

wTimetable – Timetable module relabelled to wTimetable

Modules > wTimetable

The new web Timetable module has been relabelled to wTimetable to distinguish it from the previous version labelled e-Timetable.

You can book onto an online course – Here

Note: A future release will look at relabelling the Timetable module to wTimetable in Config > Setup > Roles And Permissions.

Bromcom 5 timetable

Administration – Ability to search by Date Of Birth

The ability to search for a Student or member of Staff by their date of birth has been added to the Search bar.

Students > Student List

Entering the Date Of Birth in DD/MM/YYY format will return matching values. Hovering over the results will display the Admission Number, UPN and DOB for matching Students.

Clicking on the Student’s name will navigate the user to the Student Details page.

Bromcom 6 administration

Staff > Staff List

Entering the Date Of Birth in DD/MM/YYY format will return matching values. Hovering over the results will display the DOB for matching Staff.

Clicking on the Staff’s name will navigate the user to the Staff Details page.

Bromcom 7 staff

Administration – Ability to link siblings to Incidents

Students > Student Details > Profile > Safeguarding

Users with Safeguarding access can now link siblings to incidents in the Incidents panel. This feature will appear as a new value Add Sibling(s) in the Linked Students & Siblings dropdown.

Bromcom gif

Details of the linked incident will be visible in the sibling’s Safeguarding page in the Incidents panel. The field Originated From will display the student account where the incident was created and for siblings it will display the student name followed by Sibling.

Note:  Linked siblings will be highlighted in green and linked students will be highlighted in grey to help differentiate.

Bromcom 9 incidents

Note: Should the user edit a Safeguarding Incident and Save & Close, the ‘Originated from’ field does not retain the link. This will be resolved in the current sprint.

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Year End Process

Check/Resolve N and * Attendance codes

Make sure that attendance records for all Current roll students are complete, and all unmarked and unresolved absences have been resolved. Any missed sessions can be checked by following the steps below:

  1. Go to Reports Attendance Attendance RecordsUnmarked Registers
  2. In the From and To boxes, enter the start and end date for your 2023-2024 academic year
  3. Tick the List Students and Include ‘N’ Code boxes
  4. Press the hand icon to select all classes
  5. Press Generate Report

This report will now show students who have * and N attendance codes. We strongly advise that these codes are updated to the correct code prior to running Year End.  If you choose not to correct these, then you will see an error message related to missing attendance data and the students’ annual attendance figures will be incorrect.

More guidance can be found here:

Task 1 – Setup Student Groups and check Attendance

Create a new academic year

  1. From the Modules menu choose General and then School Diary. The School Diary screen is displayed.
  2. More guidance can be found here:

Task-2- Create the New Academic Year

Setup required destinations/previous schools

Before setting up your leaver’s destinations and leave dates, you will need to confirm you have the relevant schools in your Other Schools List in Modules General Parameters Other Schools.  If you need to add a school, click the + icon to add.

See Other Schools parameter list for more details.

How to set Leave Date and Destination for school leavers

Before running the End of Year process, it is important that the Leave Date for leavers is set to the last day of the current school year and the Destination is set. Speed Edit is the most convenient way to do this.

  1.  From the Modulesmenu chooseGeneral and then School Details.
  2.  On theBasic Detailstab, the Leavers Year field on the right-hand side should contain the number of the top year in your school.
    If this figure is not correct, click Edit details, select the correct top year number from the Leavers Year drop-down list, and click Save.
  3.  From the Modulesmenu chooseAdministration and then Speed Edit.
    The Speed Edit screen is displayed.
  4.  From the Areadrop-down list, select Leave Date.

More guidance can be found here:

Task 3 – Set Leave Date and Destination

Setup required Classes

Before you assign classes, you may need to create new classes for your new academic year.   If class names are changing either because you include staff names/initials in your class names and different teachers are managing different classes this year, or because you are changing your naming convention, then we would strongly advise NOT renaming the current classes.  If you rename a class, the original named class is no longer available in the system for running reports against, and you will only find the new name available in historical reports.

If you are adding new classes for the new academic year, then these classes will show on the current class list on any screens where they are used, e.g. Daily Register or Week View/Group Week View.  If you prefer these not to show, then you can make them inactive once you have completed the Proposed Class/Year group and done any reports for checking.  But you will need to make them active again before you click the Process Year End button.

Task 4 – Setting Proposed Year and Class for Current students and Leavers

There are a number of reports users can print once they have entered all the proposed years and classes. The easiest one to employ is the report showing the current year/class and proposed year/class.

  1.  From the Modulesmenu chooseAdministration, Year End.
  2.  From the Year End menu, choose Reports Showing the Proposed Year/Class.
    The ‘Year End – Reports Showing Proposed Year/Class’screen is displayed.

Task 5 – Produce reports showing Proposed Year/Class

This process automates the move to the next academic year, by assigning all current students their proposed year/class, moving all leavers onto the Former roll, and setting the new school year as the current year.

The earliest date you can run the End of Year process is the last day of the summer term / current academic year, after the last attendance session has been recorded.

The latest date you can run the End of Year process is the first day of the autumn term / new academic year, before the first attendance session has been recorded.

Before you proceed, check that you have completed Tasks 1-5.

Task 6 – Process Year End

The Year End process will carry out the data changes below:

  • Move students from their current year and class into those proposed within the ‘Assign individuals to Year/Class’ window.
  • Any students in the Leavers’ Year Group will automatically move onto the Former Roll.
  • Select a new school year (that you will have created before running the Year End in the School Diary) that will be the new current school year.

More guidance can be found here:

Task 7 – Check Year End has completed

Start of Year Checklist

If you are completing this section immediately following Year End, please ensure you have logged out and back in, otherwise you may receive an error when you move your admissions to the current roll

More guidance can be found here:

Task 8 – Start of Year Tasks

Changes to Attendance Codes

The DfE have requested changes to the attendance codes for 2024/2025 academic year. These changes will take effect from August 2024, and will impact all schools in England.

Click here to see the newest version of Working together to improve school attendance.

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Upcoming Training Courses

We have a comprehensive schedule of online ‘live’ SIMS training courses and a growing number of Arbor and Bromcom courses, along with Distance Learning courses, to help you develop your knowledge and get the most out of your MIS (Management Information System).

Booking is now open for 2024/2025.  Please visit https://www.schoolicts.co.uk/online-training/ for online (live) courses, or https://learning.schoolicts.co.uk/courses/ for Distance Learning courses.

For Upcoming Courses please see below:

IMS Preparing for a New School Year (Primary) Thursday 4th July (Full Day) https://www.schoolicts.co.uk/events/preparing-new-school-year-primary-online/
SIMS An Administrators Guide to Nova Tuesday 9th July (Half Day) https://www.schoolicts.co.uk/events/admin-guide-maintaining-the-timetable-online/
SIMS Managing Results Day Wednesday 10th July (Full Day) https://www.schoolicts.co.uk/events/managing-results-day-online/
SIMS Managing Results Day Thursday 11th July (Full Day) https://www.schoolicts.co.uk/events/managing-results-day-online/
SIMS Administrator New Office User Primary Monday 16th September (Half Day) https://www.schoolicts.co.uk/events/new-office-user-primary-online/
SIMS Administrator New Office User Secondary Tuesday 17th September (Half Day) https://www.schoolicts.co.uk/events/new-office-user-secondary-online/
SIMS Preparing for Autumn Census –P16 Wednesday 18th September (Half Day) https://www.schoolicts.co.uk/events/post16-census-online/
Arbor New Office User

Wednesday 18th September (Half Day)

 

https://www.schoolicts.co.uk/events/arbor-new-office-user-primary/
SIMS Cover Thursday 19th September (Full Day?) https://www.schoolicts.co.uk/events/cover-online/
SIMS Primary – Preparing for School Census Friday 20th September (Half Day) https://www.schoolicts.co.uk/events/autumn-census-primary-online/
SIMS Personnel Monday 23rd September (Full Day) https://www.schoolicts.co.uk/events/personnel-online/
BROMCOM Census Combined P16 Monday 23rd September (Half Day) https://www.schoolicts.co.uk/events/bromcom-census-training-893/
SIMS Secondary Autumn Census Tuesday 24th September (Half Day) https://www.schoolicts.co.uk/events/autumn-census-secondary-online/
Arbor School Census Combined (Primary and Secondary) Tuesday 24th September (Half Day) https://www.schoolicts.co.uk/events/arbor-census-training/
Arbor Personnel & Basic Analysis Wednesday 25th September (Half Day) https://www.schoolicts.co.uk/events/arbor-staff-and-basic-analysis/
Arbor Preparing for P16 Census Thursday 26th September (Half Day) https://www.schoolicts.co.uk/events/arbor-preparing-for-post-16-census/
Bromcom Preparing for P16 Census Thursday 26th September (Half Day) https://www.schoolicts.co.uk/events/bromcom-preparing-for-post-16-census-980/
SIMS FMS New User – Central School (Non-Bank Account) Friday 27th September (Half Day) https://www.schoolicts.co.uk/events/fms-basic-online-536/
SIMS Primary – Autumn Census Monday 30th September (Half Day) https://www.schoolicts.co.uk/events/autumn-census-primary-online/
SIMS Secondary – Autumn Census Tuesday 1st October (Half Day) https://www.schoolicts.co.uk/events/autumn-census-secondary-online/
Arbor Examinations Tuesday 8th October (Full Day)

https://www.schoolicts.co.uk/events/arbor-examinations/

 

SIMS Administrator Intermediate Office User – Primary Tuesday 8th October (Full Day) https://www.schoolicts.co.uk/events/new-office-user-primary-online-902-928/
SIMS – An Administrators Guide to NOVA Wednesday 9th October (Half Day) https://www.schoolicts.co.uk/events/admin-guide-maintaining-the-timetable-online/
SIMS FMS New User – Bank Account Schools Wednesday 9th October (Half Day) https://www.schoolicts.co.uk/events/fms-basic-online/
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helloData

Hellodata 1

helloData uses the demographic, attendance and assessment data that has already been entered into your MIS to automatically produce a comprehensive set of Power BI reports to provide visually impactful insights into your data.

View attainment, progress and statutory data at trust level, by school, key groups and view individual pupil data on the same page.

Hellodata 2          Hellodata 3

Whether you’re new to using your MIS to record assessment data or have been using it for a while, we recognise that the way in which schools and Trusts track and analyse pupil outcomes is unique, we begin the setup process by understanding your specific setup requirements and build a plan with you.

Hellodata 5

Visit www.hello-data.co.uk for more information or contact us to arrange a personalised demonstration by emailing enquiries@hello-data.co.uk.

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Are you in need of Admin, Office or other non-teaching staff?

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

With the end of the academic year approaching – are you 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.

Did you know School ICT provide Data Management Services?

Datagenie logoonly resized Data Services from School ICT

Did you know School ICT provide Data Management Services?

  • Struggling to recruit?
  • Need additional support at key times e.g. Exams, End of Year, Census etc?
  • Need cover for maternity or long term sick leave?

We received a fabulous testimonial from one of our Virtual Data Management customers recently, here’s what they had to say about this service: –

“We’ve been working with School ICT since January 2024, and they have been a revelation. The professionalism, quality and overall seamless communication has been there from the start. Andy, our Virtual Data Manager, is always on hand to support with all our data needs. From assessment point reports, target setting and the Census, this is just the tip of the iceberg, they can do everything. It’s like having someone in school as he responds so quickly and always finds solutions to what we need. The “Helpdesk Ticket System” creates a clear transparent pathway from the start of a request to the end and keep us informed of the progress of each request. Highly recommend School ICT.”

Paul Delaney – Assistant Headteacher, Deyes High School.

For further information on our Data Management services, or to discuss your requirements, please give us a call on: 0345 222 6802 or e-mail: enquiries@schoolicts.co.uk.

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