Autumn 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.

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Census Date: Thursday 6th October 2022

Latest Census Information

29/09/2022

Consolidated Database Patch 1

ESS have released the above patch. If you require this patch please email scomis@devon.gov.uk

‘This patch provides one or more improvements for all maintained schools in Wales and all state school in England with a sixth form. You can check through the list of issues and solutions to determine if the patch is needed for your school, but it does no harm to apply the patch where the improvements are not needed.

1) Issue that is already dealt with for the SIMS Summer Release 2022 by Database Patch 27454 (England & Wales)

Issue i: After application of the SIMS Summer Release 2022 any duplicate records for a pupil’s SEN (Special Educational Needs) could result in a crash when taking the attendance register.

Solution: This patch ensures that duplicate SEN records do not result in a crash when taking the attendance register.  Our understanding is that the duplicate SEN records are benign other than when triggering this crash.

2) Issues that will be dealt with for the first time in CDP 1 for SIMS Summer Release 2022 (England & Wales)

Issue ii: The Welsh Government has modified its list of providers for use with the Post-16 Return 2022.

Solution: This patch will modify our course providers lookups to reflect this change to the Welsh Governments CBDS (Common Basic Data Set).  The Welsh Government has made a corresponding adjustment to its Post-16 Return 2022 validation and this will be provided via Fileset 2201

Issue iii: The Welsh Government has modified its list of subjects for use with SWAC (School Workforce Annual Census) 2022

Solution: This patch will modify our SWAC subjects lookups to reflect this change to the Welsh Governments CBDS (Common Basic Data Set).  The Welsh Government has made a corresponding adjustment to its SWAC 2022 validation, and this will be provided via Fileset 2201.

Issue iv: The Welsh Government has indicated that from academic year 2022/23 onwards schools should not be making use of the ‘temporary COVID-19’ attendance codes, but that it is fine for the codes to be left in place for earlier academic years. The ‘temporary’ changes to the descriptions of other codes are also to be reversed out.

Solution: This patch will set the ‘temporary COVID-19’ attendance codes inactive. This ensures that these codes can continue to be in place for historical data but can no longer be added to attendance registers.

Issue v: When schools with sixth forms in England click the ‘Populate from Exams’ button in Tools | Statutory Returns Tools | Update Prior Attainment the selected rows should be filled with prior attainment data based on both internal and external exam results.  However, only internal exam results are taken into account.

Solution: This patch ensures that external as well as internal exam results are taken into account when populating prior attainment from exams results.’

29/09/2022

Fileset 2203

Fileset 2203 has been released by ESS and will be applied to hosted schools (date TBC). Non hosted schools can download this fileset from this FAQ.

27/09/2022

More information about school led tutoring:

School led tutoring

For the 2022 to 2023 academic year, the school census will collect data about all tuition provided via the National Tutoring Programme (NTP).

In the academic year 2021 to 2022, we only collected data about school-led tutoring in the census. For the academic year 2022 to 2023, any tuition provided via the NTP must be recorded in the census. This includes tuition delivered through:

    • school-led tutoring
    • tuition partners
    • academic mentors

Record all pupils who have received tutoring via any NTP route in the 2022 to 2023 academic year, up to and including on the census day. This is irrespective of whether the pupil is eligible for pupil premium.

We will collect data on which pupils are receiving tutoring along with the cumulative number of hours (to the nearest 0.5 hours) the pupil has received since the start of the 2022 to 2023 academic year, up to and including census day.

Pupils who are expected to receive tutoring funded by the NTP but have not started that tutoring as at the census date, should not be recorded as receiving tutoring.

We advise that tutoring courses for each pupil should be 12 to 15 hours to have a meaningful impact on pupil attainment, however you should enter the actual number of hours provided to each pupil whether this is more or less than the recommended hours. If a tuition session is cancelled (a pupil did not receive tutoring) it should not be recorded in the census.

We do not use NTP data gathered via the census to determine levels of funding to schools within the academic year. NTP funding will be provided to all eligible schools via their usual ESFA funding method.

 

23/09/2022 Using ‘Populate from Exams’ in Update Prior Attainment

ESS has posted the update below regarding this:

‘Please note that we are investigating an issue where clicking on the ‘Populate from Exams’ button in Tools | Statutory Returns Tools | Update Prior Attainment is failing to take account of ‘External Results’. We don’t yet know for sure, but our preliminary investigations suggest that this issue could be significant for all schools where external exam results are stored for students.’

 Consolidated database patch 1 has been produced – please get in touch if you require this patch.

23/09/2022 Reporting tutoring and cumulative hours in Funding and Monitoring

For academic year 2021/22, the DfE did not collect ‘tutoring’ data until School Census Spring. While for academic year 2022/23, the DfE will start collecting ‘tutoring’ data in School Census Autumn, which has a reference date of about a month before the start of the academic year. An important implication of this earlier collection of ‘tutoring’ data is that many more pupils are likely to be in the position where the school intends to provide ‘tutoring’ before the end of the academic year, but has no cumulative hours to report for School Census Autumn.

With the above in mind, schools should bear in mind that if there are no cumulative hours to report for School Census Autumn 2022, ‘tutoring’ should not be ticked.  Reporting ‘tutoring’ for a pupil with no cumulative hours reported will trigger a DfE validation error.

 

21/09/2022 Fileset 2202

Fileset 2202 has been released by ESS and applied to hosted schools. Non hosted schools can download this fileset from this FAQ.

20/09/2022 Error 100F

We have had reports of schools experiencing multiple errors including 100F ‘Reference date must be present and valid for the term. Solution – software issue – contact your support organisation’

ESS have confirmed this will be resolved with Fileset 2202. It is scheduled to be released on Wednesday and this bulletin will be updated when this has been made available.

ESS have also confirmed that Fileset 2203 is also being produced.

15/09/2022 Series 2200 Filesets

ESS have released the following information below regarding the Autumn Census’ filesets. Fileset 2201 has been released and has been applied to hosted schools, non hosted schools please see this FAQ.

Fileset 2202

This Fileset will be provided as soon as possible after the re-release of Fileset 2201 and will include the first version of the DfE validation and summary report files that can be used for authoring a return for School Census Autumn 2022.

Fileset 2201

This Fileset does NOT included a version of the DfE validation and summary report files that is suitable for authorising a School Census Autumn 2022 return.

Withdrawn release

The first release of Fileset 2201 had to be withdrawn as its application prevented Create & Validate in School Census Autumn 2022 from creating a return file.

Re-release

The re-release of Fileset 2201 will achieve exactly the same result as the first release except that one of the files has been adjusted so that it no longer prevents the creation of a return file for School Census Autumn 2022.

Schools that have imported the withdrawn release can fully solve the problem caused by that release by importing the re-release.

 

9/9/2022

Consolidated Database Patch 1 for SIMS Summer Release 2022 (27517) – Not yet available

ESS are working on consolidated database patch 1, please note hosted schools already have patch 27454 applied.

‘Please note that in most case CDP 1 will only be of interest for schools in Wales, as schools in England where issue 1 applied are likely to have already solved that issue by applying database patch 27454. However, it would do no harm if CDP 1 was applied to a school outside Wales.

We expect to be able to provide CDP 1 during week beginning 05/09/2022.

1) Issue that is already dealt with for the SIMS Summer Release 2022 by Database Patch 27454 (England & Wales)

Issue i: After application of the SIMS Summer Release 2022 any duplicate records for a pupil’s SEN (Special Educational Needs) could result in a crash when taking the attendance register.

Solution: This patch ensures that duplicate SEN records do not result in a crash when taking the attendance register.  Our understanding is that the duplicate SEN records are benign other than when triggering this crash.

2) Issues that will be dealt with for the first time in CDP 1 for SIMS Summer Release 2022 (Wales only)

Issue ii: The Welsh Government has modified its list of providers for use with the Post-16 Return 2022.

Solution: This patch will modify our course providers lookups to reflect this change to the Welsh Governments CBDS (Common Basic Data Set).  The Welsh Government has made a corresponding adjustment to its Post-16 Return 2022 validation and this will be provided via Fileset 2201

Issue iii: The Welsh Government has modified its list of subjects for use with SWAC (School Workforce Annual Census) 2022

Solution: This match will modify our SWAC subjects lookups to reflect this change to the Welsh Governments CBDS (Common Basic Data Set).  The Welsh Government has made a corresponding adjustment to its SWAC 2022 validation, and this will be provided via Fileset 2201.

Issue iv: The Welsh Government has indicated that from academic year 2022/23 onwards schools should not be making use of the ‘temporary COVID-19’ attendance codes, but that is fine for the codes to be left in place for earlier academic years. The ‘temporary’ changes to the descriptions of other codes are also to be reversed out.

Solution: This patch will set the ‘temporary COVID-19′ attendance codes inactive. This ensures that these codes can continue to be in place for historical data but can no longer be added to attendance registers’

 

9/9/2022  Fileset 2201 

Date TBC

26/7/22 Summary of the changes ESS have made compared to School Census Autumn 2021

ESS have released the following information regarding changes from the Autumn census 2021:

1. Term date drop down choice has changed to ‘Autumn 2022’ for the following areas.  For this first school census of the academic year, it is a choice of 1 and therefore also the default.

a. Routine | Statutory Returns | School Census

b. Tools | Statutory Returns Tools | Update Early Years

c. Tools | Statutory Returns Tools | Update Class Type

d. Tools | Statutory Returns Tools | Update Students with Top-Up Funding

d. Tools | Statutory Returns Tools | Update Students Post Looked After Arrangements

2. Fileset series has changed to 2200, with ‘notional’ Fileset 2200 being provided by the SIMS Summer Release 2022.

3. Routine | Statutory Returns | School Census

a. Census Communications box has been included for the first time for an autumn school census, with the Support Unit being the first of the links listed.

b. Latest fileset import date included for the first time in an autumn school census.  The date imported will only be visible when Fileset 2201 or above has been imported.

c. Latest consolidate database patch number and application date included for the first time in an autumn schools census.  This will only be visible when the the first consolidated database patch or above has been applied.

d. Census Detail Panel

i. Census Date: 06/10/2022.

ii. Description defaults to ‘School Census Autumn 2022’

iii. Normal yearly update for attendance collection: 18/04/2022 to 31/07/2022.

iv. Normal yearly update for exclusions collection: 01/01/2022 to 31/07/2022.

v. AP placements data are included for the first time: 19/05/2022 to 06/10/2022.

vi. FAM dates are included for the first time: 01/08/2022 to 06/10/2022.

vii. Normal yearly update for Learning Aims (relevant to schools with 6th forms only): 01/08/2021 to 06/10/2022.

viii. Normal yearly update for FSM eligibility: 20/05/2022 to 06/10/2022.

ix. Revised display order so that the historical data items that are each a reason for including a leaver appear before the historical data item that is collected for on-roll pupils only.

x. Note added to remind schools that FSM collection is only for on-roll pupils and not for leavers.

4. Funding and Monitoring

a. Funding and Monitoring hours are collected in an autumn census for the first time.

b. The Funding and Monitoring Hours are included in the Funding and Monitoring detail report for the first time.

c. Funding and Monitoring is displayed as a panel in an autumn census for the first time. The description takes account of the modified approach to FAM code 22, i.e. “Repeating Post-16 Year”.

d. Funding and Monitoring are included as criteria for including leavers and as a column in the table for the first time in the Leavers Basic Detail Report.

e. Reports | Design Report now has FAM Notes available for Funding and Monitoring.

f. Tools | Statutory Returns Tools | Update Funding and Monitoring has been modified when Academic Year 2022/2023 is selected.

i. Lists pupils who are on roll on census day and those who left the schools between 01/08/2022 and 31/07/2023.

ii. When a pupil’s hours are entered for Cumulative Hours at Spring Census this is used as the initial cumulative hours for

* the Cumulative Hours at Spring Census

* the Cumulative Hours at Summer Census

* the Total Hours for the Academic Year

iii. The Repeating Year 13 column has been renamed to Repeating Post-16 Year.

iv. A Starting New Program column has been added but only becomes editable when Repeating Post-16 Year has been ticked for pupil taught in year 12. When it is active for a pupil Repeating Post-16, it can be left unticked to indicate that the programme will be continuing or ticked to indicate that the earlier programme has been completed and a new programme started.

Where two programmes of the same type are included for a pupil, and that pupil’s learning activities continue across the two programmes*1, learning activities will be split between the two programmes with dates and completion statuses of the learning aims adjusted as necessary.

*1 Protected end dates may be needed in course management where a pupil currently in year 12 is a member of a course that is set to last for two years but will go on for three years, following the repeating of a year.

v. A notes column has been added on the right of the table.

g. In nearly all aspects Tools | Statutory Returns Tools | Update Funding and Monitoring have not been modified when Academic Year 2021/2022 is selected.

i. Lists pupils who are on roll on Spring census day (19/05/2022) and those who left the schools between 01/08/2021 and 31/07/2022.

ii. Leavers who repeated Year 13 will have their study programme split into two programmes.  With the early programme always being set to complete and a new programme started

ii. However, a notes column has been added on the right of the table.

5. Alternative Provision

a. AP placement end date is not included in the census if that end date is on or after the census date.

b. A detail report has been added for Alternative Provision.

c. For mainstream schools this will only include school arranged alternative provision placements.

d. For phase ‘PRU’ schools this will include alternative provision as well as school arranged alternative provision placements.

e. Alternative Provision is included as criteria for including leavers and as a column in the table for the first time in the Leavers Basic Detail Report.

f. School Arranged Alternative Provision table of the Registration panel of Focus | Student | Student Details

i. Description column has been added to help the school identify the AP placement but is not collected in the school census.

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

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

6. Tools | Statutory Returns Tools | Update Students Post Looked After Arrangements has been modified.

a. Column heading has been changed to ‘Ceased to be looked after through’.

b. Choices for ‘Ceased to be look after through’ (code O) has been extended to includes ‘Adoption from state care outside of England and Wales.

c. Description for other choices for ‘Ceased to be look after through’ have been modified so that they indicate the exclusion of those for ‘outside of England and Wales’.

7. Choice of exclusion types has been modified.

a. ‘Fixed Term’ (code FIXD) has been set inactive so that is preserved for historical use but is not available for current use.

b. ‘Reinstated from Fixed Term/Suspension’ (code RFIX) has been renamed to ‘Reinstated from Suspension’.

8. The report criteria for the Exclusions detail report have been modified to take account of the changes to exclusion types.

a. On roll and leavers

b. Suspensions (excluding lunchtime suspensions)

c. Permanent Exclusions with final review.

9.Tools | Academic Management | Course Manager | Post-16 Programme of Study has been modified.

a. The choice of Academic Year filter has been replaced by a choice of Autumn Census Year filter to reflect autumn census reporting on the programme of study for the current academic year AND the previous academic year.

b. An Add Programme button has been added, but will only be of interest to schools that are involved with T-Levels or Transition T-Levels, as this button only allows a programme to be added where the programme to be added has a different Programme Type to the programme to be added, e.g. a T-Level transition to be completed and a T-Level to be started.

10. Young Carer table of the Welfare panel of Focus | Pupil | Pupil Details

a. Identified By column has been added.

b. Young Carer information is not collected in School Autumn 2022 but will be collected in School Census Spring 2023.

 

Repeating year 12 or 13 diagrams

I hope the following three diagrams illustrate the most likely scenarios for repeating year 12 or 13.

You can click on an image to view it full size.

Diagram 1

Diagram 2

Diagram 3

 

Bulk entry of tutoring hours for autumn census 

Now that the software automatically fills in the minimum cumulative tutoring hours for the spring and summer censuses when cumulative hours are entered for the autumn census, bulk entry of cumulative hours for the autumn census will take a little longer than previously, although overall process will be much faster than previously.

The following example illustrated bulk entry of 10 cumulative tutoring hours for year 3 pupils for the autumn census.

  1. Open Tools | Statutory Returns Tools | Update Funding and Monitoring.
  2. Ensure that Academic Year is set to 2022/2023 in the Census panel.
  3. Click on the Year Group drop down in the Students View panel and select Year 3, so that only Year 3 pupils are listed in the table.
  4. Right-Mouse click on the header for the Tutoring column and select Check All, so that Tutoring is ticked for all Year 8 pupils.
  5. Right-Mouse click on the header for the Cumulative Hrs at Spr Census and choose Select All so that all cells are displayed with blue borders.
  6. Click on the top cell of the Cumulative Hrs at Aut Census column, type in the hours and press the Enter key (using the Enter key makes it easier to follow what happens on the screen).  This will take a little longer than previously, but if you wait a few moments you will find that the hours you entered as the Cumulative Hours at Autumn Census for the first pupil on the list also become the Cumulative Hours at Autumn Census for all the pupils on the list and those hours have also been copied to the columns to the right.

You should note that where higher numbers of hours have already been entered for the cells to the right, those number of hours will not be overwritten.

The example above has set the filter to a particular Year Group, but the process described can be used with other filters, e.g. FSMEver6 ‘Yes’, or any combination of the filters, e.g. Year Group 3 AND FSMEver6 ‘Yes’.

The method described above can also be useful where most, but not quite all, pupils for the filter have received the same number of cumulative tutoring hours.  In such a case you would start with the bulk entry and then deal with the hours for the pupils that have received different hours to the ‘norm’ for the filter.

 

26/7/22 Imminent late change to the DfE specification for school censuses in academic year 2022/23

ESS have released the following information:

‘The change described below has been accepted by the SCSB (Star Chamber Scrutiny Board) and is now almost certain to become a late change to the specifications for the 2022/23 School Censuses, the first of which is School Census Autumn 2022.

The DfE will be channelling all aspects of its NTP (National Tutoring Programme) through schools for academic year 2022/23, rather than just the school led tutoring aspects.  This will almost certainly mean that the tick and cumulative termly hours for school led NTP tutoring provided for academic year 2021/22 will become all aspect of NTP tutoring provided for academic year 2022/23.

We are considering how we should take account of this almost certain change and we will let you know our conclusions when the DfE confirms this change via provision of a revised School Census specification.’

 26/7/22 Repeating any post-16 year (Secondary only)

As you may know, the ESFA (Education and Skills Funding Agency) will be funding the repeating of any post-16 year.  Although the number of post-16 pupils that will be repeating a year is expected to be very small, there will be an impact on our design of Tools | Statutory Returns Tools | Update Funding and Monitoring and the reporting of post-16 programmes of study in the census.

Changes to Tools | Statutory Returns Tools | Update Funding and Monitoring

  1. The current Repeating Year 13 ‘tick’ column will be replaced by a Repeating Post-16 Year ‘tick’ column.
  2. A new Starting New Programme ‘tick’ column will be added but will only be active for Year 12 students.

Changes to Routines | Statutory Returns | Schools Census

  1. Where Repeating Post-16 Year has been ticked for a Year 13 and above student, the census application will operate in exactly the same way as it did for School Census Autumn 2021, i.e. the XML return file will report a completed programme AND an additional continuing programme. See Graphic 1, below.
  2. Where Repeating Post-16 Year has been ticked for a Year 12 student AND Starting New Programme has been ticked, the census application will operate as described in 1 above, i.e. the XML return file will report a completed programme AND an additional continuing programme. See Graphic 2, below.
  3. Where Repeating Post-16 Year has been ticked for a Year 12 student AND Starting New Programme is unticked the census application will report a continuing programme.  See Graphic 3, below.

Graphic 1: Mock-up screen illustrating a Year 13 student who is repeating their year, which will automatically be by starting a new programme

Graphic 2: Mock-up screen illustrating a Year 12 student who is repeating their year by starting a new programme

Graphic 3: Mock-up screen illustrating a Year 12 student who is repeating their year by extending their programme

 26/7/22 Funding and Monitoring in the DfE Summary Report

The DfE has indicated that they intend to include Funding and Monitoring in the school version of their Summary Report from School Census Autumn 2022 onwards.

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

Update Funding and Monitoring

Useful Documentation

DfE Producing the School Census

DfE Validations and SIMS Solutions

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

Preparing for the School Census Autumn 2022 Return (English Secondary phase schools) (scomis.org)

Preparing Post 16 Data for the School Census Autumn 2022 Return (scomis.org)

Producing the School Census Autumn 2022 Return (English Nursery Schools)

Producing the School Census Autumn 2022 Return (English Primary/Middle deemed Primary schools)

Producing the School Census Autumn 2022 Return (English Secondary/Middle deemed Secondary Schools) (scomis.org)

Producing the School Census Autumn 2022 Return (English All-Through Schools)

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

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

Documentation – Arbor

Important dates 

  • Thursday 22nd September 2022 dry run opens
  • Thursday 6th October 2022 is census day
  • Wednesday 2nd November 2022 is your census submission deadline (unless otherwise advised by your Local Authority)

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

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

Autumn census guides – School census guides – Arbor Help Centre (arbor-education.com)

More Arbor census articles.

 

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