School Workforce Census Autumn 2018

Agenda

• Overview

• School Workforce Census Dummy Run

• Break

• Identify and analyse validation errors

• Detail Reports

• Summary Report

• Return the census file via COLLECT

SWC – Rationale • School workforce census is the DfE’s main source of data

on

– staff pay bills

– staff turnover

– absences

• The school workforce census data informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce.

• School workforce census data is also used by other government departments, local authorities, external agencies and educational researchers. Accuracy of data is crucial.

Dates, SIMS Version, Permissions

• SWC date is Thursday 8th November 2018

• Deadline for returns is Thursday 22nd November 2018

• Schools need version 7.182 of SIMS

• SIMS minimum Fileset 1004

• SIMS Permissions required; Personnel Officer, Returns Manager and/or Returns Operator

Guidance Notes

• Capita Guidance Notes are provided on Czone School Workforce Census page

• Producing the School Workforce Census Autumn 2018 Return

• Preparing for the School Workforce Census Autumn 2018

• Additional guidance, including Detailed and Summary Report checking notes, Who to Include and Vacancies Flowcharts, Validation Errors Resolutions can be found on the Czone, School Workforce Census page

Privacy Notices

• ESCC schools must have issued a Privacy Notice to all members of staff

• Issued to all current staff in school and those who have recently left who will have data in the return (i.e. absence data)

Privacy Notices Changes May 2018

• The Data Protection Act 1998 was replaced by the GDPR (General Data Protection Regulation) on the 25th May 2018.

• Schools will need to review their privacy notices to ensure they are compliant with the requirements of the GDPR.

• There are administrative fines for failing to comply with the GDPR.

• For more information please refer to Czone, the Virtual Schoolbag or contact the Information Governance Team at CS.DPA@eastsussex.gov.uk

Individual Level Data Collected

School Level Data Collected

School Employed Staff Included

In summary the school workforce census covers

• Full and part-time teachers

• Teaching assistants

• Other support staff who are employed by schools, including PRUs

Staff to include…

TEACHERS

Teachers Included

• Those paid according to teachers’ pay and conditions, whether employed by the school or the LA, and;

• Agency staff working within a school in a post that would be paid according to teachers’ pay and conditions if filled by a teacher employed by the LA or school

Teachers NOT Included

• Centrally employed teaching staff do NOT

need to be in your return.

• These include;

– Peripatetic music teachers

– Advisory teachers

– Educational psychologists

– Educational welfare officers

Teachers – Type of Service

• ‘Regular Service’ means continuous employment of 28 days or more

• ‘Regularly’ means a minimum of once every four weeks

E.g. If a supply teacher is contracted to come into a school once a week for five weeks, then that would represent regular service as the continuous employment period is one month or more

Teachers in Regular Service

• Qualified teachers paid in accordance with School Teachers’ Pay and Conditions

• Teachers taking on long term cover

Further Teacher Clarification

• A supply teacher employed on an ad hoc basis would not be considered to be in regular service for the SWC, even if they are being used regularly

• Individual data is only required from those that are in regular service, i.e. employed under a contract or service agreement for a period of 28 days or more

Headcount of Occasional Teachers

• Occasional Teachers not deemed to be in ‘regular’ service

• In school on census day

• Mainly Supply Teachers

– Can be casual teachers you have on SIMS that you get into cover classes a lot, but are not ‘regular’

TEACHING

ASSISTANTS

Teaching Assistants Included

Teaching Assistants are comprised of support staff based in the classroom for learning and pupil support, for example;

– HLTAs

– Teaching assistants

– Special needs support staff

– Nursery officers/assistants

– Minority ethnic pupils support staff

– Bilingual assistants

Professional qualifications

• All Professional qualifications: QTS, QTLS, EYT, HLTA and TA need to be recorded as applicable

Update Your Absence Data

• Contracted Teachers, Contracted Teaching Assistants (excludes Teaching Assistants who only have service agreements, Agency Teachers and Other Support Staff)

• HISTORICAL DATA collected for staff with regular service and absence in the period 01/09/2017 - 31/08/2018

• Sickness absences are only included if “working days lost” is greater or equal to half a day

• Training absences are not collected

Teacher Vacancies

SUPPORT STAFF

Support Staff Included

Support staff comprise of support staff who are not classroom based, for example;

– Matrons/nurses/medical staff

– Librarians

– IT technicians, technicians

– Admin officers/secretaries

– Bursars

– Other administration/clerical staff

– Premises staff

– Catering staff

Support Staff Clarification

• Part-time staff who are normally present at the school, but work on days of the week other than the census day should be included

• Support staff NOT included;

• Governors, Clerk to Governors

• Voluntary staff

• Extended school staff (breakfast, after school, Sure Start and Children’s Centres)

• School crossing patrol staff

• School improvement partners

Extended Schools Staff

• If someone has a contract in scope of SWC, and contract for extended schools, then;

• Extended schools staff should have a role of Do not Include in Statutory Returns

• This will exclude the extended school contract from the return

Headcount of Third Party Support Staff

• Staff NOT employed directly by the School or LA

• PCT Staff

• Police

• Other examples include:

• Contract cleaners, Chartwells staff, outsourced IT technicians etc.

• Self-employed support staff e.g. IT technician

CHANGES

FROM 2017

Changes for 2018

• Pay data – ensure that latest pay scales have been updated to 2018

• Date of last pay review – even if no alteration to pay

• Extra care in recording additional payments correctly and that these have been updated

• Three categories of Qualified Teacher Status – QTS, QTLS and EYTS. Teacher Number to be provided.

CHECKS & REPORTS

Curriculum Data

• Check all subject codes in use are mapped to DfE subject codes

• Map any new subjects you now use

• Location in SIMS – Tools, Setups, Subjects

Important Checks/Information

• All staff in the return should have at least one contract

• There should be no staff with a contract with 0 hours per week included in the return

• Working Days Lost is only collected for Sickness Absence

• Base Pay is now collected for all staff, even if spine point and scale are collected

Running Pay Related Checking Reports

• It may be useful to run the following reports to check that all service terms have been mapped correctly.

• Reports, Run Report, Focus, Service Terms folder

• ST Pay Scale Definitions will show the mappings of Pay Scales for all service terms in use

• ST Allowances will show the mappings of allowances for all service terms in use

• ST Post Definitions will show the mappings of Posts for all service terms in use.

• Run these reports and check that the mappings are correct.

Detailed Reports

• 8/9 detail reports that can be accessed from the SWC screen

• Reports show all the data in the return that will be submitted to COLLECT

• Important to check in conjunction with Summary Report

Summary Report

• Gives an overview of all the data in the return

• Important to get Head to check Summary before authorising return

• Please send SUMMARY copy to Lesley Goodwin via;

• AVCO in the InfoMgt/Out folder (then run Anycomms)

• Or email cs.datamanagement@eastsussex.gov.uk

Support and Advice

• SIMS related enquiries should be directed to Schools ICT on 01273 482519 or email schoolsict@eastsussex.gov.uk

• All data related enquires (who should and shouldn’t be included etc.) should be directed to Lesley Goodwin and the Data, Research & Information Management Team on 01273 482298 or email cs.data.management@eastsussex.gov.uk

Thank you.

Any questions?