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Summer Census - Next Week!

This is usually the smallest of the three Census returns, but with the added Early Years for primary schools (which will now be collected in every census), it feels bigger than usual.

There is a known issue with query 1881 for some schools and 3130, 3140, 3031 and 3033 for others.  The DfE/MIS owners are aware of this and are looking into it.

Can we assist you further this term?

  • End of Year

Allow us to alleviate some of the end-of-term pressures by handling your End of Year procedures. We’ll manage:

  • Assigning pupils to their new year groups
  • Adding new staff
  • Enrolling new starters
  • Setting term dates
  • Generating class lists, and more…
  • Census Service

Additionally, we provide a comprehensive Census service. Our team will:

  • Check your school data
  • Generate your census return
  • Create and validate your census data
  • Resolve any validation errors
  • Produce both summary and detailed census reports
  • Authorise your return

For a quote or to discuss further, please contact your team.

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

School ICT Customers! Please Log A Call If The Phones Are Busy (It’s Sometimes Quicker Than Holding!)

If the phones are busy, please, please, please log a call.  You can leave a voicemail, which will automatically generate a ticket in our queue, you can email us on helpdesk@schoolicts.co.uk (again, this will automatically generate a ticket) or you can log a ticket directly via the customer portal – https://my.schoolicts.co.uk/portal/ .

Just click on the ‘New Ticket’ tile and scroll down to the ‘General’ section and complete the Summary and Details sections:

1 school ict services customers please log a call if the phones are busy

Then, choose your MIS:

2 school ict services customers please log a call if the phones are busy

And if you have any error messages or you think a screenshot will help, please add it to the ‘Attachments’ section before clicking on the ‘Submit’ button:

3 school ict services customers please log a call if the phones are busy

All of this will ensure that the best person calls you back.

All tickets go into the same queue, so there isn’t one route that’s faster than the others and at really busy times, we have more staff on the helpdesk anyway, so some of them will be working through the tickets as they come into the queue, so this can often be quicker than holding on the phone.

When logging your ticket via voicemail, please make sure that you include your name, the name of the school, a brief description of why you’re calling, and the best number to call back on if it’s not the main school number.

Year 1 Phonics Screening 2024

In June 2024, the Year 1 Phonics Screening Test is scheduled to take place for all children in Year 1 in England.  

  • Who takes the 2024 Phonics Screening Test? The 2024 Phonics Screening will be taken by children in Year 1, the first year of Key Stage 1. 
  • When is the Phonics Screening Test 2024? Schools have the freedom to choose a day within the week commencing Monday 10th June 2024. As some schools are larger than others, the test can take place on one day or across several days. Teachers will administer the tests within that week and submit results to the Local Authority. 

Multiplication Tables Check (MTC)

Schools must administer the check within the two-week period from Monday 3rd June 2024 – Friday 14th June. 

EYFS

Must be completed between April and June of the Academic Year in which children turn 5.

Optional Key Stage 1 Tests and Statutory Key Stage 2 Tests

It is recommended that the optional key stage 1 tests are administered during May 2024.

Key stage 2 tests

The statutory key stage 2 tests are timetabled from Monday 13 May to Thursday 16 May 2024:

Date Activity
Monday 13 May 2024 English grammar, punctuation and spelling papers 1 and 2
Tuesday 14 May 2024 English reading
Wednesday 15 May 2024 Mathematics papers 1 and 2
Thursday 16 May 2024 Mathematics paper 3

As always if you need any help or assistance, please contact us:

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

Key Stage Returns – Adding Teacher Assessments into the Key Stage Wizard (EYFS/KS2/Phonics)

Key stage returns are a statutory requirement for schools with pupils in EYFS/Y1/KS2 and the assessment data from these must be returned to the LA/DfE.

If it’s your first time doing this, or you’re unsure, we do have a course to help:  Key Stage Entry Explained Course on 14/05/2024 is a half day course that will show you how to import the Key Stage Wizards for the relevant returns. It will also cover how to set them up with the required pupils and then use the marksheets to record the Teacher Assessments and test results, ready for submission to the LA (Local Authority), as well as additional useful features on the marksheets. The course also covers producing standard reports for parents (MTC reports can be generated too, providing the score has been entered) and exporting and uploading to the document server so they are easily available to view within SIMS.

More details via this link:  https://www.schoolicts.co.uk/events/key-stage-entry-online/

Have you seen our SIMS Attendance Analysis - Pastoral Genie?

Just some of the questions answered:

  • What percentage of your SEN Students are persistent absentees?
  • What was this percentage last year?
  • What percentage of the school’s absence is attributable to the persistent absentees?
  • What percentage of your students received 2 or more Fixed Term Exclusions?
  • What is the total number of days that students were excluded?
  • Who are the FSM (Free School Meal) Ever6 Students that are persistently absent?
  • What impact do the persistent absentees have on school absence?

Detailed Analysis

All analyses are broken down by key student groups. Including Gender, FSM, Ever6, Pupil Premium, Looked After, EAL, Young Carer, Bursary, SEN, Ethnicity, Year and Reg Groups.

The analysis can be run for any date range within an academic year and provides an in-depth look at attendance and exclusion data. The Analyses is updated when filtering on a Year group, enabling the whole genie to show key groups within a specific year group.

National tables are included, with all school data being compared against these and “traffic-lighted” to enable a clear view of problem areas.

Graphical Dashboard

Provides a clear visual summary of all your data broken down by student characteristic. This can be easily filtered to provide an analysis based on a key group.

This includes:

  • School Absence by Student Characteristic
  • Persistent Absentees by Student Characteristic
  • Traffic Lighted Summary of a School to National Comparison
  • Authorised vs Unauthorised Absence by Student Characteristic
  • Proportion of School Absence by Student Characteristic
  • School Attendance and Persistent Absentee Half Term breakdown by Student Characteristic

Watch the video here for more information: https://my.schoolicts.co.uk/portal/kb?btn=46&text=genie&entity=articles&id=218

4 have you seen our sims attendance analysis pastoral genie

5 have you seen our sims attendance analysis pastoral genie

For more information please visit: https://schoolgenies.co.uk/pastoral-genie/

Customer Contact Information

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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Reminder for Summer Census 2024

1 reminder for summer census 2024

For the first time, information on Early Years will be collected in this Census and with this in mind:

  • ‘30 Hour Code’ becomes ‘Eligibility Code’ from Summer term
  • ‘Expanded Hours’ column has been added to the Early Years grid for 2-year-olds
  • Early Years Detail Report updated with Eligibility Code and Expanded Hours
  • 2-Year-old Basis for Funding has been added to the Early Years grid
  • New detail report for 2-year-old basis for funding

Exclusions Enhancement

  • Exclusion types must now be different.

For more guidance on Exclusions, please follow this link: SIMS – Preparing Exclusions Information (support-ess.com)

Fileset 2701 and CWPsp (Consolidated Workstation Patch Spring Release) 2

Fileset 2701 and CWPsp (Consolidated Workstation Patch Spring Release) 2 (Ensure they are applied in the correct order!!)

These are both available now, BUT please ensure that that CWPsp2 (if you need it) is applied BEFORE the fileset!!!  Not all schools need both, but if you do, they MUST be applied in this order.  See below for who does and doesn’t need it.

Do all schools need both the Fileset and the patch for providing the census return to the DfE?

Answer

No, they aren’t both needed by all schools subject to School Census.

    • CWPsp 2 is only needed by schools subject to School Census who cater for early years children.
    • Fileset 2701 is needed by all schools subject to School Census.

Please note the following where a school caters for early years children

  • Once the patch and the fileset have been applied, it is best to start a completely new census return, as returns created before this will have a different structure to one created afterwards.

Managing Early Years Data

For help and guidance on the Early Years please follow this link: SIMS – Managing Early Years Data (support-ess.com)

All aspects of completing the table for funded/extended/expanded hours, etc. Are included in this.

Welsh Schools ONLY

The Welsh Government have changed the Persistence Absence threshold from 20% down to 10%, however, currently the School Report (Reports | School Report) is still hard coded to 20%.

This has been addressed with patch 28882 being created. This will change the threshold from 20% to 10% in the School Report.

Please request a copy of this from your support unit:

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

Bulk Deleting Documents

With many schools starting their Housekeeping Routines and looking at what needs to be removed from SIMS under GDPR guidance, you can now bulk delete Documents.  To do this go to Tools | Housekeeping | Document Management Server | Maintain Bulk Documents.  From here, you can choose the group type that you wish to use:

  1. These Group Type options are as follows:
    • Group Type:
      • Year Group
      • Registration Group
      • House
      • School Tier
      • User Defined Group
    • Group – Select a specific year group i.e. Year 8

Effective Date – This will default to the current date
2 bulk deleting documents

2. After setting the Group Type fields click the Search [4] button to see the results.

3. In the Summary [5] field you can see the students who have the wrong templates uploaded to their profiles. Use the Select All [6] checkbox to select all students, then uncheck [7] the student records you won’t be deleting.
3 bulk deleting documents

4 Click the Delete [8] button to complete the Bulk delete.

NOTE:  When Bulk Deleting documents and links for students if any documents are defined as ‘Protected’ they will not be deleted.

Did You Know?...

You can Show Accepted Applicants in Registers

You can show your ‘Accepted’ applicants in your registers without having to admit them? This means that new pupils (who are still applicants) will show in the registers in the same way as other pupils, as long as they have the status of ‘Accepted’ in their application. It is also quick and easy to set up!

This is particularly useful for your September intake of new pupils (regardless of whether you are Primary, Secondary, or an All-Through school), as you don’t have to go through the process of admitting your students and then having to delete students who may not turn up, because you can simply ‘Withdraw’ them via the application, which will then remove them from the registers (as they will no longer have a status of ‘Accepted’).

Go to Tools | Setups | Attendance Setup | Module Setup and go to tab 5 – Visibility Switches. Put the tick in the box for ‘Show Accepted Applicants at Take Register,’ and then Save:

4 did you know

Now go to Take Register (shortcut as below, or Focus | Attendance/Lesson Monitor | Take Register):

5 did you know

Accepted Applicants will be showing in the register.

If you are admin staff and use Edit Marks instead of Take Register, you simply tick the ‘Include Accepted Applicants’ box to get the same result:

6 did you know

For further info on this, please go to the helpsheet via this link: https://my.schoolicts.co.uk/portal/kb?btn=46&text=applicants&entity=articles&id=663

Applicants and Pre-Admissions

While we are talking about Applicants, there are predesigned reports for address labels, etc. already set up within SIMS. Go to Reports | Run Report

7 did you know

Click on the ‘+’ to open up the Focus area, and then scroll down to Application: 

8 did you know

There are a number of reports already set up in here, that link to your pre-admission groups and the information within them.

Alternatively, if you want to create your own labels, there is information on the portal that can be accessed via this link:

https://my.schoolicts.co.uk/portal/kb?btn=46&text=label&entity=articles&id=83 or we have a Distance Learning Course that covers Mailmerges in SIMS. If you are interested in this, you can view the details here: https://learning.schoolicts.co.uk/p/sims-data-collection-sheets-and-labels

As always, if you need any further assistance on any of this, please call us:

School ICT customers:

Contact: 0345 222 6802 Option 1, helpdesk@schoolicts.co.uk or Portal: https://my.schoolicts.co.uk/

turn IT on customers:

Contact: 01865 597620 Option 2, mis.support@turniton.co.uk or Portal: https://portal.turniton.co.uk

Latest SIMS Online Services Schema Patch

The latest SIMS Online Service patch is patch 28871.

This patch adds support for 2 character attendance codes to the SIMS Online Services suite of products (SIMS Parent, SIMS Student, SIMS Activities, and Options Online).

This feeds into the Attendance Code Changes which become statutory from 1st August 2024, and just a reminder (as per the last newsletter), that the Summer Upgrade of SIMS (not yet available), needs to be run before this date.  The advice is NOT to add any dates into the next academic year (training days, etc.) until the upgrade has been applied.

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Latest Arbor Updates

  • Arbor are aware that Census errors 3130, 3140, 3031 and 3033 are triggering incorrectly.  They’re waiting for an update from the DfE to confirm. The help centre will be updated to indicate this, but I still can’t see anything at the moment.
  • The Global Search is getting an upgrade to show pages when you search for similar terms or synonyms. For example, search for ‘parent app’ and you’ll see the Parent Portal Settings and Usage pages. Arbor will be adding more search terms over time.
  • New Trips and Guardians datasets for Arbor’s BI Connector Version 2. See how the Guardians view links to Consents and User Defined Fields Values in the Entity Relationship Diagram.
  • In tables, Arbor have added a light background to drop-down icons to show they can be clicked. When the tables don’t have any data, they’ll display some handy placeholder text.
  • The School > All Staff > Browse Staff > Staff Profile page is searchable and the page title shows in your browser tab.

Full details of the updates above and all other Abor updates can be view in the: Arbor Change Log

Clubs and Trips – A reminder about using the Voluntary contributions functionality within Clubs and Trips

We wanted to just bring the above functionality to your attention following numerous calls to the helpdesk. The Help Centre article (below) provided by Arbor details how the ‘voluntary contributions’ functionality will work if switched on when setting up clubs and trips. Please make sure that you are fully aware of this before switching on this function. We are having an increasing number of schools who have ticked to use this functionality and then who are calling to ask why when a parent has made a part payment on the club/trip, is then showing as fully paid with a credit note being raised for the differential between the part payment and the full cost of the club/trip.

https://support.arbor-education.com/hc/en-us/articles/5349930963613-What-is-a-voluntary-or-variable-contribution

Please call the helpdesk if you require any help/advice regrading this functionality.

Arbor Exams (known issue)

There is currently an issue with printing in-house exams timetables where the output is blank. Please note that this is a knows issue that is currently being investigated by Arbor.

There are a couple of workarounds you could use – please see below.

If you use the Parent Portal and have the exam timetables switched on, parents and students will be able to see the in-house exams online, although they won’t be able to print them.

To switch on the Exam Timetable setting in the Parent Portal:

  • Go to Student > Parents & Guardians > Parent Portal Setting
  • Scroll down to Examinations and set “Exam timetable” to “Yes, shows exam timetable”

In addition, in-house exams can be downloaded via each student record, Examinations/Exam Timetable menu, by filtering to the correct dates then using the Download button rather than the Printable Exam Timetable one.

New Exam Assessable functionality

Abror have recently released two updates relating exam assessable:

  • Create a custom exam assessable: Assessables are automatically created for EDI exams using the basedata as a single session. If you need to change the scheduling of an assessable, you can do this in Arbor without needing to use In-house exams or an external spreadsheet
  • Hide an exam assessable: You can choose to hide assessables in Students > Examinations > Scheduling

Free Webinars provided by Arbor

Upcoming Webinars:

 Previous Webinars:

School Summer Census

The school Summer Census is on Thursday 16th May 2024. There is a wealth of resources to help support you when completing the census.

Webinars:

Changes to the School Census

  • For full guidance from the DfE on changes to the census, click here.
  • For further information detailing what data your school must return in the Autumn, Spring or Summer census, click here.

Gender Field > Sex – The Gender field has been replaced by Sex. Please see the guidance here: Sex, Gender and Gender Identity in Arbor and statutory returns. Schools can choose to record Gender Identity but this is not returned in the census

Expanded Hours (Recording Hours in School) – For the summer census, an additional field called Expanded hours has been added for recording hours in school for Early Years and Nursery Students: Hours at setting, funded hours, extended or expanded hours and 30 hour funding codes

DfE Statutory Assessment from 23/24 onwards

Watch Arbor’s recent DfE Assessments 2024 webinarClick here to watch. 

In line with DfE guidance, End of Key Stage 1 (KS1) Teacher Assessments are no longer required to be collected or reported. There are no changes in the DfE Assessment area in Arbor. If you won’t be administering KS1 assessments, do not set them up. All other assessments (KS2, Phonics, MTS and EYFSP) continue to be statutory and required.

Please read Arbor’s full guide Introduction to DfE statutory assessments in Arbor and key dates for detailed information on how to set up, record and return your school’s DfE Statutory Assessments. The guide also includes details of the key dates in the process:

  • 1st – 31st May: If running these assessments (they are optional), this is the testing period for KS1 assessments. There is no obligation to report these to your LA or the DfE.
  • 13th – 16th May: This is the testing period for KS2 assessments.
  • 3rd -14th June: This is the testing period for the KS2 Multiplication tables check.
  • 10th -14th June: This is the testing period for the KS1 Phonics screening check.
  • 24th June: The threshold mark for the Phonics Screening Check will be available from the DfE. In Arbor, student outcomes will automatically appear on the marksheet based on the raw scores you’ve already put in, and you’ll be able to analyse your data.

The Multiplication Tables Check (MTC) results become available from the Primary Assessment Gateway. To import your results into Arbor:

  • Generate a CTF file from the Primary Assessment Gateway to your computer
  • Import the file – click here to find out how
  • See MTC results on the Analysis pages.

28th June: This is the deadline to submit KS2 results on the Primary Assessment Gateway.

9th July: The KS2 results become available from the Primary Assessment Gateway to import your results into Arbor.

Communication Improvements – Have a say!

1 communications improvements – have a say

Arbor will soon be improving communications within Arbor. You can have your say and help shape Arbor Communications by completing this short survey:

Arbor Communications Survey – Click here

Did You Know?...

Arbor’s Full video list now sits within Customer Education, Training and Videos, instead of in it’s own area on your Help Centre homepage. Updated videos for Begin Build Boost are in their topic sections – for example, for behaviour videos go to Behaviour > Getting started with Behaviour.

Arbor Admin Access

School ICT and turn IT on can now offer our schools additional support, at no extra cost and as part of your SLA with the MIS Support Partner 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@schoolicts.co.uk  and for turn IT on customers call 01865 597620 (opt.2)​ or email mis.support@turniton.co.uk

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Summer Census 2024

Where to find Summer Census in ScholarPack?

The census module can be found via Admin > Census > Summer Census.

You will be shown sections for –

  • Documentation – links to the DfE and ScholarPack Guidance
  • Known Issues – Information will show here on anything flagged by the DfE or any specific error or queries to be aware of.
  • Notes – Useful information needed on certain sections of this census. If the notes are in RED it means no data has been recorded for the required item.
  • Specific Data Items – Information on all the specific data items required for this particular school census and a link to the area of ScholarPack where you can view / update the information.
  • Standard Data Items – Information on all the standard data items required for this particular school census and a link to the area of ScholarPack where you can view / update the information.

Each blue button in the View/Edit column will take you to the area of ScholarPack where you can check or update your information.

Specific data items

This table lists the specific data items for this school census, provides notes on each section and a blue button in the View/Edit column for each section.

School Lunch Taken

This area logs which Reception, Year 1 and Year 2 students took a Universal Free School Meal on Census Day. See the ‘School Lunches Taken’ section of the DfE Guidance for further guidance: DfE School Census Data Items

Top Tip: This area can only be filled in after morning registers have been taken on Census Day itself. This is because the attendance codes are needed to show who is in school to have a meal.

You will be presented with a list of all those students in years Reception to Year 2. The attendance code for each student will be displayed together with any meal choice if using the meals module.

  • You can choose to populate the School Lunch taken column with those students who were marked as present for the AM session (/) or late before register closed (L) as having had a UFSM on census day.
  • Tick all students who had a school meal on census day and click Save.
  • You can bulk enter these using the Pre-Populate button at the bottom of the page, which automatically assigns meals to those with a present code that day, then untick those meals not taken (e.g. home packed lunch).

If the situation at lunchtime was in some way unusual on census day, you’ll need to complete this section as if it were a different, unaffected day. More information on Unusual Circumstances can be found on the DfE’s site here: Unusual circumstances

School-led Tutoring / Learner Funding and Monitoring

This data item identifies students who are in receipt of school-led tutoring support where their learning has been disrupted by COVID-19, and the cumulative number of hours tutoring they have received this academic year. Please see our guidance here: School-Led Tutoring

Clicking the Learner Funding and Monitoring button will take you to the Group Updater in ScholarPack where you can enter the number of hours a student has received up to and including on the census day. If students have not received any hours, please leave blank, do not enter 0 hours.

Standard Data Items

This table lists the standard data items for this school census and provides notes on each section and a blue button in the View/Edit column for each section.

  • Click each button to check your information before calculating your census return. Each blue button will take you to the area of ScholarPack where you can view or update your information.
  • For the majority of these standard data items, this can be updated in bulk and the system will take you to the Group Updater.

For full details on all data items, please refer to the DfE School Census Data Items

  • School – Make sure your phase and school type are correctly specified.
  • Attendance data – Clicking the ‘Registers’ button will take you to the Manage Register area of ScholarPack (Register > Manage Register). Here you can check your attendance codes. This may include pupils who have left the school prior to census day – to view these students ensure you tick the ‘Show Former Students’ box. Pupils recorded as “Guest’ will not be included in your return. We recommend checking if you have any students recorded as Guest pupils. Please use the following guide – Recording A Child As A Guest Pupil Persistent absenteeism is based on a threshold of 10 percent absence codes. See ScholarPack guidance – Registration Codes
  • Ethnicity – Where the information has not yet been collected then this needs to be recorded as ‘not yet obtained’. If a student or parent has refused to give the information then ‘refused’ should be recorded and returned.
  • Free School Meal Eligibility – Clicking on the ‘FSM Eligibility’ button in the census area will quickly take you to the area of ScholarPack where you can check pupil’s FSM eligibility periods.  You can also go via Admin > Students > Manage FSM. Ensure students don’t have more than one open period of FSM eligibility. In addition, see Universal Infant Free School Meals (UIFSM)
  • Language – You can find the list of DfE Census Codes HERE.
  • Service Child – Indicates if a child has a parent or parents who is / are Service personnel.
  • Funded Hours – The free entitlement to education hours given to students aged 2, 3 and 4 years old
  • Extended Childcare Hours – Some parents may be eligible to get an additional 15 hrs childcare for their children (giving a total of 30 hrs) and are given an 11 digit code. This is termed Extended Childcare.
  • Thirty Hour Code – the 11-digit code that is required for pupils who claim extended childcare hours.
  • Hours at Setting = Funded Hours + Extended Hours/Expanded + Hours funded by other sources.
  • Top Up Funding – those students on roll on census day for whom a school receives top-up funding from the local authority due to SEN.
  • Early Years Pupil Premium (EYPP) – You will be taken to the group updater where you can apply the appropriate EYPP status to students in bulk.
    The year group N2 (academic year -1) is displayed by default and you can use the check box to show only those students who have a date of birth between the dates specified by the DfE as being eligible for EYPP.
    Select from the drop down the reason > select the students to which this reason applies and click update.
  • 2-year-old basis for funding – 2-year-old children may meet more than one criterion for funded provision when taking up a place in the school and each relevant criterion is returned in the census. The reason(s) for receipt of 2 Year Old Funding must be recorded and returned.  This data item is not required for 3 and 4- year-olds.
  • Post Looked After Arrangements – Edit this in the individual Student Profile > Extended, the default is “No”. Please refer to – Recording Post Looked After Arrangements
  • Enrolment Status
  • Entry Date
  • Part Time
  • NC Year Actual – The National Curriculum year group in which the student is taught for the majority of their time, regardless of their chronological age.
  • Type of Class – Primary schools only. For most students it should be set to “Other Class (Not a special class or unit)”. Nursery classes should be set to “Nursery Class (Not a special class or unit)”.
  • SEN Provision – Clicking on the ‘SEN’ button will run the SEN report usually found via Reporting > Reports > Support tab.  Here you can view your SEN data and check it correct.
    If you need to add or amend an SEN Provision this can be done via the individual student’s profile in the Support tab (the SENCO user role is needed to access this resource).
  • Disability Access Fund Indicator – This is a true / false flag to indicate those pupils on roll for whom the school receives, on census day, top-up funding – either from a local authority or, in the case of a PRU / AP, a local authority or another school.
    This can be recorded in ScholarPack via the child’s profile within the ‘Extended’ tab, under Support Information. Please refer to the following guidance – Record students as in receipt of top-up funding
  • Suspensions and Permanent Exclusions – Clicking on the ‘Exclusions’ button will run the Exclusions report usually found via Reporting > Reports > Conduct tab.
    Information on all types of pupil exclusions is collected for the previous 2 terms. For both permanent and fixed period exclusions, the exclusion start date and exclusion reason(s) are collected. Up to three reasons may be provided, but schools should only select more than one reason where it is appropriate.
  • Address

Completing your census

·        Calculate Your Census Return

·        Once you have worked your way through all the blue buttons in the tables you can click the Calculate button on the right side of your screen.

·        This will take you to a validation page where any queries or errors can be viewed.

Solve errors and queries

Where possible, the ‘Fix’ query or error button will take you to the area in ScholarPack where you can resolve the issue. Please contact your Support Team if you are still unsure how to resolve your errors or queries.

Generate School Summary

Once you have resolved all of your errors on the validation page, you can click on the button labelled ‘ScholarPack Summary’. This will display all data entered into ScholarPack that is ready to be submitted.

Download Your Census Return

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

If you want to check the information in your census file, please use the ScholarPack Summary instead. The Census CTF is meant for COLLECT and will be in code so is not easy to read.

**** Please be aware that at the time of going to press the latest guidance for annotating the nursery funding hours had not been released by Scholarpack. Please check back via the help centre (top right of your screen) and search Summer Census 2024.

Phonics Statutory Assessment Data

In order to enter phonics statutory assessment data please go to Admin > Students > Statutory Assessment > Phonics.

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INFO

If you don’t have access to Admin and your school has it set up, please go via Workspace > Statutory Assessment instead. For guidance see: Update Settings so Teachers can enter Statutory Assessment Data

In this area a table will appear with all your Year 1 and Year 2 students. You will need to enter the marks for all students in Year 1.

It is only necessary to enter data here for those Year 2 students who are re-sitting the phonics test this academic year.

To enter the phonics mark click into the dropdown, select the mark you require (from 0-40) and you will see a green tick flash up to show that the mark is saved in the Saved column.

Please Note

The threshold mark will be made available to schools after the end of the test window on GOV.UK. Schools do not need to wait for the threshold mark to be published before submitting their data to the local authority.
Schools are only required to submit the mark (or outcome where the pupil has not taken the test) to local authorities, and local authorities will be required to submit this to the DfE.
The DfE will apply the threshold after the data has been submitted to local authorities.

The ‘Phonics Outcome’ field is to be populated with the following values only where a pupil has not taken the test:
A – Absent
Q – Maladministration
D – Disapplied
L – Left

Outcomes Wa and Wt are not required. However, if these are included in a file returned to the department the file will be accepted and the Phonics Outcome field removed.

If a pupil is absent during the check week, you can administer the check to them later. Any pupil who is absent from school for this entire period should be recorded as absent in the results data.

How to enter KS1 Teacher Assessment Data

In order to enter KS1 teacher assessment data please go to Admin > Students > Statutory Assessment

INFO

If you don’t have access to Admin and your school has it set up, please go via Workspace > Statutory Assessment instead. For guidance see: Update Settings so Teachers can enter Statutory Assessment Data

2 how do i enter key stage 1 teacher assessment data

Then select End of Key Stage 1 from the dropdown.

3 how do i enter key stage 1 teacher assessment data

Additional Guidance

DfE Guidance: key stage 1 assessment and reporting arrangements (ARA)

Enter Teacher Test Data

Export Statutory Assessment Data as a CTF

KS1 Teacher Assessments

  • In this area on the left hand side you have the option to select the components you wish to mark against.

Info

To select multiple components, hold down the CTRL key or CMD key if you are on a MAC, then click on the components

The components in orange are the Teacher Assessments. 

4 how do i enter key stage 1 teacher assessment data

  • Once the components are selected you can enter the result date and year you wish the marks to be assigned against.

Please be advised the ‘Result Year’ is the year the students took the test not the academic year.

For guidance on entering historic data please refer to:

Enter Historic Key Stage Statutory Assessment Data

  • You then have some options for the Table Format you require:

5 how do i enter key stage 1 teacher assessment data

‘For data entry‘ allows you to enter the data.

Grid with data‘ shows the data entered already and you then have an option to print the results here if required.

Blank grid‘ can be used if you wish to print off the table and enter the data manually before entering it on the system.

  • Enter the curriculum year that the students are in – in most instances this will be Year 2.

If you have more than one form per year you can also choose to view this by class to enter the data separately for each group, if you don’t select this it will show the whole year group.

6 how do i enter key stage 1 teacher assessment data

  • Click the tick box to show only former students if you have any off roll students you need to enter data for, this will only show off roll students so you will need to untick this box and then click choose for the on roll students.

7 how do i enter key stage 1 teacher assessment data

  • Once you select “Choose” you will have a list of all students in the requested year group and you can start entering the data by clicking the drop down arrow and selecting a result (see below for the codes).

8 how do i enter key stage 1 teacher assessment data

  • When the data has been entered please ensure to click “Save” at the bottom of the page before navigating away.

17 how do i enter the key stage 2 teacher assessment data

How to enter KS2 Assessment Data

In order to enter Key Stage 2 (KS2) teacher assessment data please go to Admin > Students > Statutory Assessment

10 how do i enter the key stage 2 teacher assessment data

INFO

If you don’t have access to Admin and your school has it set up, please go via Workspace > Statutory Assessment instead. For guidance see: Update Settings so Teachers can enter Statutory Assessment Data

  • Select End of Key Stage 2 from the Key Stage drop-down list.

11 how do i enter the key stage 2 teacher assessment data

Additional Guidance

DfE Guidance: key stage 2 assessment and reporting arrangements (ARA)

Multiplication Tables Check (MTC) for Year 4

Enter Teacher Test Data

KS2 Teacher Assessments

  • In this area on the left hand side you have the option to select the components you wish to mark against.

Info

To select multiple components, hold down the CTRL key or CMD key if you are on a MAC, then click on the components

The components in orange are the Teacher Assessments. 

12 how do i enter the key stage 2 teacher assessment data

  • Once the components are selected you can enter the result date and year you wish the marks to be assigned against.

Please be advised the ‘Result Year’ is the year the students took the test not the academic year.

For guidance on entering historic data please refer to:  Enter Historic Key Stage Statutory Assessment Data

  • You then have some options for the Table Format you require. If you are entering data select ‘For data entry’ –

13 how do i enter the key stage 2 teacher assessment data

For data entry‘ allows you to enter the data.

Grid with data‘ shows the data entered already and you then have an option to print the results here if required.

Blank grid‘ can be used if you wish to print off the table and enter the data manually before entering it on the system.

  • Enter the curriculum year that the students are in – in most cases this will be Year 6.

If you have more than one form per year you can also choose to view this by class to enter the data separately for each group, if you don’t select this it will show the whole year group.

14 how do i enter the key stage 2 teacher assessment data

  • Click the tick box to show only former students if you have any off roll students you need to enter data for, this will only show off roll students so you will need to untick this box and then click choose for the on roll students.

15 how do i enter the key stage 2 teacher assessment data

  • Once you select “Choose” you will have a list of all students in the requested year group and you can start entering the data by clicking the drop down arrow and selecting a result (see below for the codes).

16 how do i enter the key stage 2 teacher assessment data

  • When the data has been entered please ensure to click “Save” at the bottom of the page before navigating away.

17 how do i enter the key stage 2 teacher assessment data

Changes to User Role Access

How Do I Enter the Key Stage 2 Teacher Assessment Data? 

In order to enter Key Stage 2 (KS2) teacher assessment data please go to Admin > Students > Statutory Assessment  

INFO 

If you don’t have access to Admin and your school has it set up, please go via Workspace > Statutory Assessment instead. For guidance see: Update Settings so Teachers can enter Statutory Assessment Data

  • Select End of Key Stage 2 from the Key Stage drop-down list.

Additional Guidance 

DfE Guidance: key stage 2 assessment and reporting arrangements (ARA)

Multiplication Tables Check (MTC) for Year 4

Enter Teacher Test Data

 KS2 Teacher Assessments 

  • In this area on the left hand side you have the option to select the components you wish to mark against.

Info 

To select multiple components, hold down the CTRL key or CMD key if you are on a MAC, then click on the components

The components in orange are the Teacher Assessments.

  • Once the components are selected you can enter the result date and year you wish the marks to be assigned against.

Please be advised the ‘Result Year’ is the year the students took the test not the academic year.

For guidance on entering historic data please refer to: 

Enter Historic Key Stage Statutory Assessment Data

  • You then have some options for the Table Format you require. If you are entering data select ‘For data entry’

‘For data entry’ allows you to enter the data.

‘Grid with data’ shows the data entered already and you then have an option to print the results here if required.

‘Blank grid’ can be used if you wish to print off the table and enter the data manually before entering it on the system.

  • Enter the curriculum year that the students are in – in most cases this will be Year 6.

If you have more than one form per year you can also choose to view this by class to enter the data separately for each group, if you don’t select this it will show the whole year group.

  •  Click the tick box to show only former students if you have any off roll students you need to enter data for, this will only show off roll students so you will need to untick this box and then click choose for the on roll students.
  •  Once you select “Choose” you will have a list of all students in the requested year group and you can start entering the data by clicking the drop down arrow and selecting a result (see below for the codes).
  • When the data has been entered please ensure to click “Save” at the bottom of the page before navigating away.

Changes to User Role Access

As part of our routine review processes, we’ve made some changes to the pages different user roles can access.

Follow the changes below to ensure your staff can still find the information they need via the most appropriate route.

Should you need to give staff additional access, you can see how to do this here: Change a role or add additional user roles to a Staff Member

Managing FSM

Route: Admin > Students > Manage FSM

Previous Roles New User Roles

System Admin

Student Admin

Senior Management Team

 

 

Student Admin

Senior Management Team

Head of Department

Head of Year

Admin

Exporting CTFs

Route: Admin > Students > Export CTFs

Previous Roles New User Roles

System Admin

Student Admin

Senior Management Team

 

 

Student Admin

Senior Management Team

Head of Department

Head of Year

Admin

Housepoints

Route: Reporting > Conduct > Housepoints

Previous Roles New User Roles

Staff with access to the reporting module

 

Student Admin

Senior Management Team

SENCO

Junior Admin

Head of Department

Head of Year

Admin

Referrals

Route: Reporting > Conduct > Positive Referrals or All Conduct Referrals

Previous Roles New User Roles

Staff with access to the reporting module

 

Teacher

Student Admin

Senior Management Team

SENCO

Junior Admin

Head of Department

Head of Year

Admin

Assessment Imports

Route: Admin > Students > Assessment Import

Previous Roles New User Roles

System Admin

Student Admin

Senior Management Team

 

Senior Management Team

Head of Department

Head of Year

Admin

Notes

Route: Register > Notes

Previous Roles New User Roles

System Admin

Senior Management Team

Junior Admin

Student Admin

Senior Management Team

Admin

Remote Learning

Route: All Routes to the module

Previous Roles New User Roles

Tutor

Teacher

Senior Management Team

SENCO

Junior Admin

Head of Department

Head of Year

System Admin

Student Admin

Senior Management Team

Admin

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The Summer 2024 School Census file is now available to run

The permissions required to run and troubleshoot the Census are found in the Census Module of Config>Setup>Roles and Permissions. Each tick box on the right determines which functions are visible/available on the page for users with the selected Role.

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Known Issues

There are known issues with the following resolutions:

2 summer 2024 school census

For updated information on these, please check here: https://docs.bromcom.com/knowledge-base/summer-2024-census/

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.

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Summer 2024 Census

Summer Census

  • Census Date – Thursday 16th May 2024
  • Deadline Date – Wednesday 12th June 2024

Collection Periods

Summer Census on Thursday 16th May, will collect:

  • FSM Eligibility– with an end date of 19/01/2024 to 16/05/2024 (inclusive) or blank
  • Suspensions and Permanent Exclusions  – collected from 01/08/2023 to 31/03/2024
  • Termly Attendance – collected from Autumn Term 01/01/2024to 31/03/2024 
  • Alternative Provision Placements – collected from 18/01/2024to 15/05/2024
  • School Led Tutoring – The school census will collect data about all tuition provided via the National Tutoring Programme (NTP) for the 2023/2024 academic year only.  You should record all pupils who have received tutoring funded through the school led tutoring grant in the 2023 to 2024 academic year, up to and including on the census day, must be recorded in the school census. This is irrespective of whether the pupil is eligible for pupil premium. See here for more details.

You can find more information on the School Census in Integris via this link: School Census Overview (integris-education.com)

Accessing the Return

Modules > Census > School Census

1 accessing the return

Census Dates

Census Date 16/05/2024
Item Date From Date to Notes
Attendance 01/01/24 31/03/24
Suspensions and permanent Exclusions 01/08/23 31/03/24 2 Terms collected
Free School Meals 19/01/24 16/05/24
Leavers with attendance 01/01/24 31/03/24
FAM 01/08/23 16/05/24
Leavers with permanent exclusion and final governor review 01/08/23 15/05/24
Leavers with suspensions 01/08/23 31/03/24
Leavers with funding and monitoring 01/08/23 16/05/24
Leavers with alternative provision 18/01/24-15/05/24 17/01/24

 

DfE Submission Deadline

Wednesday 12th June

Your Local Authority may have an earlier deadline, please contact them for further details.

Nursery Provision – new for this return

Early Years

Due to change in DfE guidance and the Early Years Provision the terminology and recording has now been changed. All eligible pupils will now use an Eligibility Code not 30 hour code to access the provision which consists of 11 digits.

Two Columns have been added to account for these changes in the census: Extended Hours and Expanded Hours.

Expanded hours are collected for pupils aged 2 at 31/3/2024 if they have an Eligibility Code.

Known Issues

Please see the below link to all known issues with the return.

https://help.integris-education.com/common-and-known-errors-and-queries

Documentation to Aid with Completing the Return

We have uploaded our guidance notes to our customer portal. Please see the link below to access all the latest information.

Known Issues

There are no known issues at the moment- we will let you know if any arise.

New for this return

Early Years

Due to change in DfE guidance and the Early Years Provision the terminology and recording has now been changed. All eligible pupils will now use an Eligibility Code not 30hour code to access the provision which consists of 11 digits.

Two Columns have been added to account for these changes in the census: Extended Hours and Expanded Hours.

Expanded hours are collected for pupils aged 2 at 31/3/2024 if they have an Eligibility Code.

Data Items Included in this Return

Full details of what is included in each return can be found via DfE spreadsheet.

Need further help?

Our Helpdesks are open from 08:00 until 17:00 so please do not hesitate to give us a call or log a ticket and we will help with your query.

turn IT on

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

Phone number: 01865 597620 – Option 2

Email: mis.support@turniton.co.uk

School ICT

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

Phone number: 0345 222 6802 – Option 1

Email: helpdesk@schoolsict.co.uk

Useful Information

Please go to https://help.integris-education.com/welcome for help and information on lots of things, including Summer Census (as above), Key Stage Returns, Communications Hub (Roadmap and Ideas, etc.), as well as other useful items such as Reporting Help, Getting Started, Common Office Tasks and Common Teacher Tasks:

 2 please go to https help. Integris education. Com welcome

3 please go to https help. Integris education. Com welcome

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Upcoming Training Courses

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

Booking is now open.  Please visit https://www.schoolicts.co.uk/course-list/ to see the full list of courses, or you can click on: 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:

SIMS Key Stage Entry Explained Tuesday 14th May (Half Day) https://www.schoolicts.co.uk/events/key-stage-entry-online/
Arbor Maintaining the Timetable and Course Structures Tuesday 14th May (Half Day) https://www.schoolicts.co.uk/events/arbor-maintaining-the-timetable-and-course-structures-half-day/
FMS Basic – Bank Account Schools           (Bank Account Schools have their own bank account and pay their own bills) Wednesday 15th May (Half Day) https://www.schoolicts.co.uk/events/fms-basic-online/
SIMS Extended Reporting Tuesday 21st May 2024 (Full Day) https://www.schoolicts.co.uk/events/extended-reporting-online/
SIMS Attendance – Primary Wednesday 22nd May (Half Day) https://www.schoolicts.co.uk/events/attendance-primary-online/
Arbor Personnel and Basic Analysis Thursday 23rd May (Half Day) https://www.schoolicts.co.uk/events/arbor-staff-and-basic-analysis/
SIMS Preparing for a New School Year (Primary) Thursday 23rd May (Full Day) https://www.schoolicts.co.uk/events/preparing-new-school-year-primary-online/
SIMS Administrator – Intermediate Office User (Primary) Tuesday 4th June (Half Day) https://www.schoolicts.co.uk/events/new-office-user-primary-online-902-928/
SIMS Preparing for a New School Year (Primary) Thursday 8th June ((Full Day) https://www.schoolicts.co.uk/events/preparing-new-school-year-primary-online/
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helloData

1

helloData provides primary schools and trusts with easy-to-use assessment tracking analytics based on data direct from your MIS.

Create visual reports at the click of a button

For further information visit www.hello-data.co.uk or email enquries@hello-data.co.uk.

helloData Dashboard Top Tip of the month

Stacker Icon – Wherever you see the stacker icon you can rotate the view on display, this can include showing a count of students, percentages in a table and even group analysis, it all depends on the report!

2 hellodata dashboard top tip of the month v2

3 hellodata dashboard top tip of the month

4 hellodata dashboard top tip of the month

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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.

Virtual Data Management Service

Virtual Data Management service (VDM)

When maintaining your schools data is not possible, our Virtual Data Management 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.

“School ICTs Virtual Data Manager service has provided our school with high-quality day-to-day management of core school student data, support to staff and data analysis.

They have seamlessly completed our School census but have ensured that school admin staff understand their role in the maintenance of student data.

The SLT, teaching and support staff are so impressed with the service being delivered and the advanced level of knowledge and expertise that it brings.

Nothing is too much trouble and our VDM has sorted out many of the issues that we had in our MIS that no one else could previously resolve!

The knowledge that the VDM has of our MIS and all its functionality is seriously impressive along with their knowledge of DFE/ESFA rules, regulations and policy changes.

It is like having a Data Manager in the office next door but just online, they respond promptly to emails, request for reports/data and are happy to arrange phone calls or Teams meetings as required.

I can highly recommend the service – give it a try!

Rachel Mowbray – King Edward VI Grammar School, Louth.

For further information on this new service from School ICT, please visit: Virtual Data Management or call: 0345 222 6802 – option 3 or e-mail: enquiries@schoolicts.co.uk.

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