School Census Data Collection 2020-21 - Briefing for schools
School Census Data Collection – 2020/pletion of the School Census is a statutory requirement for all state-funded schools. The Department for Education (DFE) have released details of the School Census specification for the academic year 2020-21. This circular:?Sets out key dates and information concerning the completion of the Schools Census (please note: this circular does NOT cover the School Workforce Census).?Covers all state-funded schools and PRUs in Somerset.?Provides a summary of the changes to the specification made by DFE in Appendix A.This circular is primarily for information. Schools are asked to bring to the attention of all relevant staff: the changes in the Census specification; the revised requirements for recording of data; and the dates below. GENERAL ARRANGEMENTS2.Census Dates: The School Census will again take place three times during the year. Dates for the Census and return of data to the LA are shown below:Census Date (a)Return to LA (b)Autumn Census 01- Oct-202007-Oct-2020Spring Census 21-Jan-202127-Jan-2021Summer Census 20-May-202126-May-2021?[a] The Census date is the official ‘day of count’: it does not have to be finalised on that day but must always be completed in respect of pupils on roll on that date.[b] LA managed schools are asked to submit their Census return via the local authority by this date. Academy schools are responsible for submitting their own return directly to DFE via COLLECT and resolving all validation errors and any data conflicts. As such DFE will notify academies of a later date to complete the return in which to fit their additional responsibilities.3.Return of Census data to Somerset LA: Shortly in advance of each Census date schools will be sent an email from mailbox: schoolcensus@.uk . For LA managed schools this will request that the Census is returned by replying to that email and attaching the data. The email to academies will also ask that a copy of the Census return is sent to the LA at the time of submission of data to the DFE as part of the data sharing arrangements with the LA. (If the email request cannot be found or has been inadvertently deleted please request that a replacement message is sent). These arrangements have been put in place to help maintain the security of personal data; schools are advised not to send their Census return to the LA by an unsolicited email.FURTHER INFORMATION:4.This circular is based on guidance for schools and LAs available from DFE in July 2020. Whilst the scope of the 2020-21 Census is not expected to see further change, it is possible that DFE will issue additional information and clarification. Full guidance on all data items collected in the School Census, including the changes set out in Appendix A, is available from the DFE school census website .5. Schools should refer to guidance from their software support service for details of the process of completing the Census and creation of an XML return file. Management information systems (MIS) are developed by software suppliers to provide a complete school support package and notwithstanding any differences in the functionality they offer, they will still create a Census file that complies with the DFE format requirements. 6. In addition to the information contained in this circular, schools should also refer to standing guidance from the DFE, the local authority and software suppliers on the entry and recording of data in the school MIS and completion of the Census. This covers pupils joining or leaving your school and event driven recording such as exclusions, changes in SEN provision and the daily recording of attendance. In so far as the Census requires change in the data recording process, schools should await guidance from their software support service where that requires new functionality to be released. Schools are responsible for ensuring that the correct data items are routinely recorded in their MIS so that it can be extracted for each Census return.7.If any Somerset school has a query arising out of this circular, or any general queries regarding the School Census please contact me. Any queries regarding the use of school MIS software should be directed to your usual support service.Tony VerrierInformation OfficerTel: 01823 355961email: tverrier@.ukAugust 2020APPENDIX A: Changes from 2019-2020 school census specification The DFE guidance identifies the following changes to the content of the School Census that will come into effect in 2020-21.1NEW DATA ITEMSThere are a series of additional items that will feature in the 2020-21 data collections. Many of these relate to students in secondary schools and PRUs (but not special schools) undertaking 16-19 programmes of study, following the roll out of T level qualifications and are set out below in 1.1 to 1.4. 1.1Programme aim: In the autumn 2020 Census, all on roll pupils undertaking 16-19 programmes must have a programme aim recorded alongside the component learning aims. The programme aim captures information about the whole programme. Therefore, the start and end dates reflect the overall programme duration, and the completion status reflects whether, or not, all the components in that programme were completed.There will be 3 types of 16-19 programme:- study programme (including traineeships)- T Level transition programme (for those students who will move on to a T Level but need targeted support to prepare them for T Level study)- T LevelThe programme aim is ZPROG001 and is used for all 3 programme types. The programme type field (see below) identifies the type of programme undertaken.1.2Programme type: The autumn 2020 census will record for both on and off roll students, a programme type against all learning aims. This indicates to which type of programme each learning aim belongs.A student undertaking one type of programme should have only 1 programme type recorded against all learning aims whereas a student undertaking 2 different programmes will have more than one programme type, each recorded against the learning aims that belong to the different programmes. The programme type code indicates whether a student is studying:?a T Level transition programme (code 30)?a T Level (code 31)?another 16 to 19 study programme (code 01).The programme type will default to code 01 – allowing those institutions delivering T Level or T Level transition programmes to amend where necessary.1.3T level planned hours andT level planned employability, enrichment and pastoral hoursIn the autumn 2020 Census, T Level planned hours need to be returned for all students (both on and off roll) undertaking T Level programmes. As T Levels are 2-year programmes, the value returned should cover the whole programme, and will, in all but a few exceptional circumstances cover multiple years. This differs from planned qualification hours and non-qualification hours, for study programmes which are recorded annually for each student.Where a student is only undertaking a T Level programme in the year, schools should only return T Level planned learning hours and T Level planned employability, enrichment and pastoral hours.Where a student is only undertaking a study programme or a T Level transition programme schools should only return planned learning hours and planned employability, enrichment and pastoral hours.The only scenarios that DFE envisage where a student should have both sets of planned hours recorded in the same academic year is where a student undertakes a short T Level transition programme progressing onto a T Level programme in the same year or transfers from a T Level programme to a study programme in-year.When recording T Level planned hours schools MUST include:?the technical qualification?specialist content?non-qualification activity.T Level planned hours must NOT include:?English and maths delivery?industry placements?other qualifications that are not part of the T Level.Schools should note that there are no previous year T Level planned hours fields as the hours recorded for T Levels cover the whole programme and are not annual as they are for study programmes.1.4Work Placements The autumn 2020 Census records details of work experience and industry placements for both on and off roll students, using a QN for one of the following:?T Level industry placement: ZWRKX003?industry placement, capacity and delivery fund (CDF): ZWRKX002?16 to 19 study programme work experience: ZWRKX001A work experience / industry placement QN can have more than one work placement entity. This means that students who have more than one placement, possibly with more than one employer, will have one QN and multiple work placement entities. For each work experience / industry placement, the following fields should be recorded:?the start date and end date for each episode of a placement?the planned work placement hours for each episode of a placement?the employer ID (using the employer reference number (ERN) from the employer data service )?whether the placement mode is internal or external.1.5Pupil AttendanceFor any school that does not use electronic attendance registers, the spring 2021 census will include the following pupil level attendance data: ?Total number of sessions attending approved educational activity?Total number of sessions unable to attend due to exceptional circumstances.2. EXISTING DATA ITEMSAmendments to the way that existing data is collected in the Census are as follows:2.1Termly attendance moduleFrom spring 2021 census DFE will be collecting all categories of school attendance, rather than just absence. 2.2Pupil Exclusion reasonsFrom the start of the autumn term 2020, the code set for pupil exclusion reasons will change to include the following additional codes:Exclusion codePupil Exclusion Reason OWUse or threat of use of an offensive weapon or prohibited itemLGAbuse against sexual orientation and gender identity DSAbuse relating to disability MTInappropriate use of social media or online technology For exclusions with a start date after 1-Aug-2020, as well as the new reasons above, schools will be able to record up to three reasons per exclusion although the recording of ‘Other’ will no longer be a permitted reason. (Multiple exclusion reasons should NOT be recorded for exclusions prior to 1-Aug-2020). Whilst schools should begin recording data on this amended basis for autumn 2020 term pupil exclusions, the first collection in the School Census of up to three reasons and new codes will not occur until spring 2021.3Deleted itemsThere are no deleted items. 4Changes for autumn 2020 onlyDue to the impact of COVID 19 and the cancellation of the 2020 Summer School Census, DFE have made a several one-off, mainly technical changes eg to compensate for data that would otherwise have been missed:4.1Termly attendance moduleSummer term 2020 pupil attendance will not be collected however, DFE still require: pupil no longer on roll records for all pupils with DOB between 01-Sept-2003 and 31-Aug-2015 (aged between 4 and 15 as at 31-Aug-2019), with a leaving date between 01-Jan-2020 and 31-Jul-2020 and are not a boarder. (To reduce burdens on providers any attendance data present in the Census file will be stripped out when the file is uploaded onto COLLECT).4.2Exclusion collection periodThe DFE have decided to re-collect in the autumn 2020 census, any exclusion with a start date in the full 2019 to 2020 academic year.4.3FSM eligibility periodThere is an amendment to the ‘end date’ range for autumn 2020 census whereby a FSM eligibility end date will be collected that is, on or after 17 Jan 2020 and up to and including the autumn census day (01 Oct 2020).Business Intelligence/ACV/School Census Data Collection 2020-21.docx7 August 2020 ................
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