Summer 2022 School Census Bulletin

This FAQ lists the latest information regarding the School Census. It contains information on the latest filesets, patches and errors. The latest census documentation and documentation for schools using Arbor can be viewed at the bottom of this FAQ.

Register for our Digital Learning Course (SIMS) – Here – These courses are free for Scomis customers.

Census Date: Thursday 19th May 2022

For further information please email scomis@devon.gov.uk or call 01392 385300

Latest Census Information

Date Description
25/05/2022

 Consolidated Database Patch 2 for SIMS Spring Release 2022 (Patch 27306) – Not yet available

ESS Have released the following information about this consolidated database patch. If you require this patch please email scomis@devon.gov.uk.

‘We believe that the additional fixes provided by patch 2 compared to patch 1 will only be of interest to schools in England. Only a small minority of the schools in England will be interested in patch 2 from a School Census Summer 2022 point of view, but some schools in England might also be interested in patch 2 to prevent inappropriate use of DfE session attendance subcodes.

We expect to be able to provide this patch by the middle of this week (week beginning 23/05/2022).

1. Improvements already provided via Consolidated Database Patch 1 for SIMS Spring Release 2022

All improvements previously provided via Consolidated Database Patch 1 for SIMS Spring Release 2021 will be included in Patch 2.

You can click here to view the content of the Consolidated Database Patch 1 for SIMS Spring Release 2022.

2. Issues that are dealt with for the first time in Consolidated Database Patch 2 for SIMS Spring Release 2022

Issue viii: Where a pupil has left the school and then been re-admitted the pupil is correctly being included in our School Census Summer 2022 application as an on-roll pupil but is also incorrectly being included in our census application as a leaver.  This duplication of a pupil triggers validation errors 1520 and 1578 plus validation query 1620Q.

Solution: When the Funding and Monitoring data is collected by the census application, the collection of Funding and Monitoring data for leavers will be corrected so that re-admitted pupils are no longer considered to be leavers.

Issue ix: Where a pupil leaves a school before statutory age and returns to the school when they are of statutory age without attending a different school before return to that school, our School Census Summer 2022 application is incorrectly calculating the pupil’s date of admission to the date of admission before they were of statutory age.

Solution: When calculating a pupil’s data of admission, we will ignore and previous admissions that ended before the statutory age.

Issue x: Nearly all of the DfE subcodes have been deemed as inappropriate for use from the summer term 2022 onwards, but the SIMS Spring Release 2022 still allows them to be used by schools.

Solution: DfE session attendance subcodes that are now deemed inappropriate for use will be set inactive.  An inactive code can still exist for a register in the past but cannot be newly added to an attendance register.’

 

18/05/2022

Pupil who left the school when they were aged below the compulsory age and returned to the school when they were aged at or above the compulsory age

In the situation described above the census application will calculate the pupil’s data of admission as the date they originally joined the school, as long as they were not on roll at another establishment before they were re-admitted to the school. The DfE has ruled that our calculation is incorrect in this situation, as the period on role before the compulsory age should be ignored for calculating the admission date.

We expect to be able to deal with this issue via Consolidated Database Patch 2 for the Spring Release 2022.

18/05/2022

The same pupil included as a leaver and as on roll

ESS have released an update regarding this:

One or more of the following validation rules are triggered when the same pupil is included as a leaver and as on roll.

  • Error 1520: More than one pupil record with the same UPN
  • Error 1578: More than one pupil record with the same ULN
  • Query 1620: Please check: duplicate pupil records with the same Surname, Forename, Gender and Date of birth

This issue has been traced to a problem with how FAM (Funding and Monitoring) records are being processed by the school census application.

We expect to be able to deal with this issue via Consolidated Database Patch 2 for the Spring Release 2022.

12/05/2022 Funding and Monitoring queries 4007Q and 4008Q

ESS have confirmed that the above queries are being incorrectly triggered in the summer census, please see update below:

‘4007Q and 4008Q – Learner FAM

[4007Q: Please check: no pupils on roll are in receipt of School Led Tutoring] [4008Q: Please check: no students on roll are in receipt of 16-19 Learner Funding and Monitoring]

An issue has been identified in the XSLT which is sent to software suppliers, these queries will trigger incorrectly when FAM information has been provided. Unfortunately, it is too late to update the XSLT and issue a revised version to software suppliers prior to the summer school census going live. However, queries which have been triggered incorrectly in the school MIS will disappear on loading to COLLECT and only genuine occurrences will remain.’

12/05/2022 DfE guidance on School-Led Tutoring 

ESS have added information on school led tutoring:

‘If you haven’t already done so, we suggest that you read through this guidance, as the DfE seems to have changed its position in some areas in comparison to the original guidance, eg tuition over the summer holidays.

You can click here (external link) to access this guidance in PDF format.

With the above in mind, we would like to remind schools that the ‘Total Hours Academic Year’ column in Tools | Statutory Returns Tools | Update Funding and Monitoring is not used by census applications and is therefore available for year totals regardless of whether those totals include summer holiday tuition.

Year-End Statement (claw-back return)

The Year-End Statement is collected directly by the funding agency, but the ‘Total Hours Academic Year’ column illustrated above should help schools with filling in the totals for this statement. The statement form is expected to be made available in June and the funding agency will require the form to be finalised and returned as soon as possible and before the closing date, which is expected to be in September.  The form is collecting ‘actual’ cumulative hours rather than ‘projected’ cumulative hours, so where schools are providing school-led tutoring in the summer holidays the form should not be finalised and returned until the summer holiday tutoring is completed.’

11/05/2022

Fileset 2102

The DfE have released a new validation file; ESS have released the following update regarding this:

The DfE has provided suppliers with a new version of its validation file to deal with a mistake in one of its validation rules.  We will make the new version of the DfE validation file available to schools via Fileset 2102.  I will provide further details shortly, which help schools and support units decide whether to import Fileset 2102.

Update 20/5/22: ESS have advised that fileset 2102 is not necessary for ESS schools to authorise their census returns. This was produced for Welsh schools and also to fix an issue which would not affect SIMS schools. If you would like this fileset please contact us.

11/05/2022

Internal validation of Funding and Monitoring when clicking on Calculate All

ESS have released the following information regarding this issue:

‘When we modified School Census Spring 2022 to take account of the very late change to the DfE specification for the introduction of Funding and Monitoring, we did not have time to provide a viewing panel for this area in the School Census application.  Instead, we added a validation check to alert the user when Funding and Monitoring data hadn’t been provided via the new Update Funding and Monitory tool.

Go to Tools | Statutory Returns Tools | Update Funding and Monitoring and edit Funding and Monitoring data.

The internal validation check was very helpful to users when a viewing panel for the Funding and Monitoring was not provided.  However, now that we have made the viewing panel for Funding and Monitoring available in the School Census application, this validation check is unnecessary and is proving something of a barrier for schools who want to carry out dry runs.

With the above in mind, we have been looking into the possibility of providing a patch to remove this internal validation of Funding and Monitoring.  We have concluded that this can only be fixed by a workstation patch and that the improvement provided could not justify the delay to the release of Workstation Patch 2.

The issue will be dealt with for School Census Autumn 2022 in the SIMS Summer Release 2022.’

 

10/05/2022 Consolidated Workstation Patch 2 for SIMS Spring Release 2022/Fileset 2101

Hosted schools: This patch and fileset is scheduled to be applied to the hosted platform on the evening of Friday 13th of May.

Non Hosted Schools: This patch will be released in SOLUS for non hosted schools.

09/05/2022 Consolidated Database Patch 1 for SIMS Spring Release 2022 (Patch 27118)

ESS have released Consolidated Database Patch 1. ESS have advised that this patch is applied AFTER Consolidated Workstation Patch 2 and Fileset 2101.

Please log a case with us if you are experiencing any of the issues below and require this patch.

Issues that were previously solved via Consolidated Database Patch F (6) for the Autumn Release 2022, but will need to be solved again for the Spring Release 2022.

Issue i: Where a pupil with Alternative Provision data to be included in the census has left and then returned to the school, that pupil is being added to the census return twice; once as a leaver and once as an on roll pupil.  (England)

Solution: This patch will ensure that the pupil will be added to the census as an on roll pupil.

Issue ii: Where a pupil with Funding and Monitoring data to be included in the census has left and then readmitted to the school, Tools | Statutory Returns Tools | Update Funding and Monitoring is treating the pupil as a leaver and is not allowing 16-19 Tuition Fund to be ticked.  (England)

Solution: This patch will ensure that the Tools | Statutory Returns Tools | Update Funding and Monitoring will treat a pupil who left and was then readmitted as on roll and allow 16-19 Tuition Fund to be ticked.

Issue iii: Where a pupil left in the relevant period and then came back to the schools as a guest, the census application is correct in that it includes them in the leavers section of the census file, but is incorrect in not including the pupil’s leaving data.  This issue will trigger validation error 1920 (Pupils leaving date is either missing, before entry date or equal to or after census date).  (England)

Solution: This patch will ensure that a leaving date is included for leavers who came back to the school as guests and will mean that validation error 1920 is no longer triggered by the issue.

Issue iv: Where a school has School Type and School Governance set to ‘Academies’, any Alternative Provision data for a dual registered pupil will not be included in the census return file.  (England)

Solution: This patch will ensure that any Alternative Provision data for a dual registered pupil will be included in the return file where a school has School Type and School Governance set to ‘Academies’.  (England)

Issue v: Where a Funding and Monitoring record exists for a leaver, that Funding and Monitoring record is being used as a reason for including the leaver in the census return file, regardless of the leavers DOL meaning that the Funding and Monitoring data will not be reported in the census return file.  The inclusion of a leaver that has no data to justify their inclusion will trigger validation query 1925Q.  (England)

Solution: This patch will ensure that Funding and Monitoring data for a pupil who left before 01/08/2021 is ignored when the software decides which leavers to include in the census return file

Issue that will need to be dealt with for the first time in Consolidated Database Patch 1 for the Spring Release 2022.

Issue vi: The WG (Welsh Government) has cancelled the Attendance Collection 2022, so a message is needed to warn schools that they should not provide the return to the WG.  (Wales)

Solution: This patch will ensure that a suitable warning message is written to the new Communications box in the browser pain of the Attendance Collection 2022 application.

 

Issue vii: Where a school hasn’t entered a link to their support unit’s website in the Website field of the Support Unit Details panel of Focus | School | School Details, the Communications box in statutory returns is not including the Support Unit link. It would be better for the Communication box to be included in these circumstances and when clicked for a message to appear to indicate how the link can be pointed at the school’s SIMS support unit.

Solution: The patch will ensure that where the Website field has been left empty the following default link is added.  Clicking on the Support Unit link in the statutory return application will open a KB page which will include a description of how the Support Unit link can be ‘pointed’ at the school’s SIMS Support Unit website.

06/05/2022 Consolidated Workstation Patch 2 for SIMS Spring Release 2022/Fileset 2101

ESS have released Consolidated Workstation Patch 2 and Fileset 2101 and further details can be found below.

Further details on Fileset 2101 can be found here.

Once this patch and fileset have been tested this will be rolled out to hosted schools. If you are a non hosted school please log a case with the service desk.

A. Improvements already provided via Consolidated Workstation Patch 1 for Spring Release 2022.

All improvements previously provided via Consolidated Workstation Patch 1 for Spring Release 2022 will be included in Patch 2.

You can click here to view the content of the Consolidated Workstation Patch 1 for Spring Release 2021.

B. Issue that are dealt with for the first time in a Consolidated Workstation Patch 2 for the SIMS Spring Release 2022.

Issue i: As you may know, the DfE has changed the structure of its Awarding Bodies XML file (QAN_AB_V1.1.xml), which means that it can only be imported into SIMS where the schema file QAN_AB_V1.1.xsd is present in the workstation’s SIMS .net folder.  We did not know of this change when we finalised the spring release, so schools will need the QAN_AB_V1.1.xsd file in the SIMS .net folder of the workstation where they will run Tools | Examinations | Import Qualifications Data to import the QAN_AB_V1.1.xml file.

Solution: This workstation patch allows the XSD to be automatically copied to the SIMS .net folder for each workstation.

Issue ii: No filesets in the 2100 series for the SIMS Spring Release 2022 can be imported via Tools | Setups | Import Filesets as an out-of-date version of the deployfilesetmanifest.xsd file has been provided in the SIMS .net folder.

Solution: This workstation patch allows the up-to-date version of the deployfilesetmanifest.xsd file to be automatically copied to the SIMS .net folder for each workstation.

20/04/2022

Double entry of Funding and Monitoring hours

From School Census Autumn 2022 onwards, hours for the future census of the academic year will automatically default to what has been entered for the Autumn census.  The validation imbedded in the table will then ensure that the hours for Spring, Summer and the whole academic year are always equal to or greater than the hours entered in the column to the left of them.  This will help ensure that schools are entering the total cumulative hours from the start of the academic year, rather than the hours for just one term.

For School Census Summer 2022 we have only been able to implement the validation aspect of the functionality described above. This means that when schools enter the cumulative hours at the Summer Census, they will also need to enter those hours as a starting point for the cumulative hours for the academic year.  The need for double entry of hours for School Census Summer 2022, is a one-off inconvenience that will not be repeated for future school censuses.

 19/04/2022

Internal validation of Funding and Monitoring when clicking on Calculate All

ESS have released the following information relating to the above area:

‘When we modified School Census Spring 2022 to take account of the very late change to the DfE specification for the introduction of Funding and Monitoring, we did not have time to provide a viewing panel for this area in the School Census application.  Instead, we added a validation check to alert the user when Funding and Monitoring data hadn’t been provided via the new Update Funding and Monitory tool.

Go to Tools | Statutory Returns Tools | Update Funding and Monitoring and edit Funding and Monitoring data.

The internal validation check was very helpful to users when a viewing panel for the Funding and Monitoring was not provided.  However, now that we have made the viewing panel for Funding and Monitoring available in the School Census application, this validation check is unnecessary and is proving something of a barrier for schools who want to carry out dry runs.

With the above in mind, we are looking into the possibility of providing a patch to remove this internal validation of Funding and Monitoring.’

12/04/2022 Fileset 2101

The current fileset included in the Spring release is 2100.

Fileset 2101 has not yet been released and this bulletin will be updated when we know of any further updates.

This fileset contains

  • Version 2022.1.3 of the DfE validation files.
  • Version 2022.1.3 of the DfE summary report files.

These files are suitable for authorising this return.

 Census Communication Box

ESS have released the following information about the census communication box:

‘This will be the first school census to include our new Census Communication Box, but all future versions of school census and school workforce census will include this box.

Routines | Statutory Returns | School Census

(1) Newsfeed: This opens the most recent version of the School Census Summer 2022 newsfeed, i.e. the newsfeed you are currently reading.

(2) Errors & Resolutions: This opens the most recent version of the Statutory Returns Errors and Solutions newsfeed.  You can click here to view the current version.

(3) Handbooks: This opens the most recent version of the Returns Manager page of the SIMS Documentation Centre.  You can click here to view the current version.

(4) DfE Guidance: This opens the ‘Complete the school census’ page of GOV.UK.  You can click here to view the current version.

(5) Support Unit:  This will only be displayed if the link to the school’s support unit has been entered in the Website field of the new Support Unit Details panel of Focus | School | School Details.  Where it is displayed, the link will open whichever link the school has entered.

(6) Message: The message text will be blank until the first fileset is imported or the first consolidated database patch is applied, but each fileset and consolidated database patch can provide an appropriate message.  For example, the import of a fileset may recommend a minimum consolidated database patch.’

Improvement to Update Funding and Monitoring

ESS have released the following update regarding the ‘Update Funding and Monitoring’ area:

‘Following feedback from colleagues, including schools, support units and the DfE, we have made several improvements to our Update Funding and Monitoring functionality.  We believe that our improvements address the following feedback.

1. Schools need to store the cumulative totals at each of the three censes days of the academic year for census purposes, but they would also find it useful to store the total for the whole academic year to help with the DfE’s end of academic year ‘clawback’ return.  We understand that the DfE will use the ‘clawback’ return to retrieve funding allocated to a school for school led tutoring, but not accounted for in the hours per pupil the school has provided for such tutoring.

2. Some schools were unsure as to what was meant by ‘cumulative hours of school led tutoring’ at census day and confused this with the hours of school led tutoring provided since the previous census day.

3. The DfE provided a clarification of how the ‘school let tutoring tick’ should be used.  Rather than indicating plans for providing school led tutoring, it must only be ‘ticked’ when such tutoring has already been provided.  In this respect, from a logical point of view, it was only actually needed for School Census Autumn 2021, where cumulative hours were no included.  However, the DfE has decided to include the ‘tick’ in subsequent census and has enforced the relationship between the tick and the cumulative hours via a validation rule.’

 

List of main relevant changes compared to Summer 2021 School Census

Dates

Census reference date: 19/05/2022

Attendance data*1: 01/01/2022 – 17/04/2022

Exclusions data*1: 01/08/2021 – 17/04/2022

Alternative provision placement data*1: 21/01/22 – 19/05/2022

Post-16 learner support data*1: 01/08/2021 – 19/05/2022

Funding and monitory data*1: 01/08/2021 – 19/05/2022

Free school meal eligibility data: 21/01/2022 – 19/05/2022

*1 A pupil should be included as a leaver in the census if any of these data items are to be reported in the census for that pupil.

Funding and monitoring

Funding and monitoring display panel added to Routines | Statutory Returns | School Census with an Edit button available to open Tools | Statutory Returns Tools | Funding and Monitoring.

Total hours for the academic year column added to Tools | Statutory Returns Tools | Funding and Monitoring.  Data entered in this new column is not reported in the School Census, but the data should be helpful to schools when filling in the DfE’s end of year ‘clawback’ return.

Funding of 4-year-olds

Date range for 4-year-old funding reduced to: 2017-04-01 – 2017-08-31.

Fileset

When a fileset has been imported, the date it was imported is displayed at the top of the School Census Summer 2022 application screen.

Consolidated database patches

When a consolidated database patch is imported the SIMS release the patch identifier is display at the top of the School Census Summer 2022 application screen.

Message box

A message box has been added to the top of the School Census Summer 2022 application screen, which can be filled with any message that would be helpful when a fileset is imported or a consolidated database patch is applied. Hypothetical example.

Consolidated Database Patch 1 or above will only run if Fileset 2101 or above has been imported.“.

Useful FAQ’s

Error 9999 – Module is missing

Unable to run Create and Validate on School Census

Submit Census Files from within Hosted Applications

SEN Provision in the School Census

Documentation – SIMS

School Census Validations and Resolutions

Preparing for the School Census Summer 2022 Return (English Nursery, Primary and Special phase)

Preparing for the School Census Summer 2022 Return (English Secondary phase)

Producing the School Census Summer 2022 Return (English Primary & Middle deemed Primary schools)

Producing the School Census Summer 2022 Return (English Secondary & Middle deemed Secondary schools)

Producing the School Census Summer 2022 Return (English Pupil Referral Units)

Producing the School Census Summer 2022 Return (English Special schools)

Producing the School Census Summer 2022 Return (English Nursery schools)

Producing the School Census Summer 2022 Return (English All-Through schools)

 

Documentation – Arbor

Important dates

  • Thursday 5th May 2022 dry run opens
  • Thursday 19th May 2022 is census day
  • Wednesday 15th June 2022 is your census submission deadline (unless otherwise advised by your Local Authority)

Please find a link to Arbor’s main Summer census page here and a link to Arbor errors and queries here.

Arbor have a Summer census webinar, please see here for more information.

Primary Schools including primary special schools – Summer Census 2022 guide

Secondary Schools including secondary special schools – Summer Census 2022 guide

All-through schools including sixth forms – Summer Census 2022 guide

More Arbor census articles.

 

 

 

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