school census autumn 2010 preparation jim haywood product manager for statutory returns version1.0 1

School Census Autumn 2010

Preparation

Jim HaywoodProduct Manager for Statutory Returns

Version1.0

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School Census Autumn 2010

Learning Aims(Schools with 6th Forms only)

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Step 1: Ensure that any new post 16 classes defined in Nova-6 have the same subject and level combination as existing classes delivering the same course.

Step 2: Run Curriculum Matching in Nova-6. This will use the subject and level combination to link the new classes to existing courses or to create new courses as necessary.

Learning Aims

A. Taking account of any new classes

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Step 1: Identify which courses have members that will continue taking the course beyond the current academic year, these would include courses for International Baccalaureate and Diploma Learning Aims.

Step 2: Ensure that End Date and Planned End Date are correct for these courses and that they are protected from Update Course Membership.

Learning Aims

B. Taking account of multi-year Learning Aims

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Step 1: Make sure that the membership of classes reflects reality in terms of who is a member of the class and when their membership begins and ends (or is expected to end)

Step 2: Run Update Course Membership to ensure that course memberships reflects class memberships.

Step 3: Use Maintain Courses to update courses and course memberships that have been protected from the timetable and/or class membership (2 year courses).

Learning Aims

C. Maintaining Course Membership information

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Step 4: Take account of Re-sits by using Maintain Courses to add students and give them End Dates in line with the date of the examination – don’t forget to protect from Update Course Membership.

Step 5: Enter the completion status for any course membership that has finished prematurely – actual and planned end dates should have been calculated automatically be Update Course Membership

Learning Aims

C. Maintaining Course Membership information

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Step 1: Check students courses using Focus | Student | Courses or Focus | Student | Student Details (Courses Link)

Step 2: Use the links in the above functionality to open the relevant course in Maintain Course and update as necessary

Learning Aims

D. Check/Update Students’ Course Information

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Step 1: Download latest files from DfE QWS site https://data.dcsf.gov.uk/qwsweb/(S(fmajzr3pmtmb0045pctxjkmm))/default.aspx

Step 2: Use the downloaded files to update the QAN catalogue (Statutory Return Tools | Update DCSF QAN Catalogue). Ensuring that you import the Current.xml last.

Step 3: Use Exams base data to update course classifications (Statutory Return Tools | Update Course Classifications from Examinations Data)

Learning Aims

E. Take Account of QAN/Discount Code Changes

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Step 4: Import any QANs and Discount Codes that are needed but have not been put in place by Step 3 above (Statutory Return Tools | Import QAN and Discount Codes for Course Manager)

Learning Aims

E. Take Account of QAN/Discount Code Changes

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School Census Autumn 2010

Bulk Update Course End Dates

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New to the Autumn Census

Bulk Update for Course End DatesNew functionality to allow bulk updating of course end dates to avoid August end dates and to take account of mistakes in expected

end dates for leavers

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Bulk Update Course End Dates provides the best

solution for multiple Learning End Date

errors

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This first panel is about ensuring that courses don’t finish in August. Obviously, courses

don’t actually finish in August, but more important, if a DfE

school indicates that Learning Aims are

completed in August they are likely to lose

funding.

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Click to run a report to show the changes that

would be made if this bulk update is carried out

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Click to run a report to show the changes that would be made if this bulk update is

carried out

The Learning Aims End Dates would change from

31/08/2011 to the 31/07/2011 which would then

meet DfE requirements

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Click to carry out the bulk update and to obtain a report of the changes

made

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These changes should be marked as sent in error by

the previous Census

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Not only have the course membership end dates been

updated, but the new end dates have been applied to the class membership end dates. This ensures that Update Course

Memberships will not undo the changes made to course membership end dates.

You can still back out even at this late stage.

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This second panel is about ensuring that pupils who leave between May and August are recorded as having completed the course. This is necessary where schools have used Nova T6 and/or Academic Management to set class membership end dates that are later than is actually planned.

Click to run a report to show the changes that

would be made if this bulk update is carried out

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Click to run a report to show the changes that would be made if this bulk update is

carried out

The Learning Aims Planned End Dates would be brought

in line with the date the student left and the

Completion Statuses would change from Withdrawn to

Completed

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Click to carry out the bulk update and to obtain a report of the changes

made

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These changes should be marked as sent in error by

the previous Census

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You can still back out even at this late stage.

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Click to close the bulk update facilities

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This is the last chance to back out the changes

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School Census Autumn 2010

Duplicate QANs

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Click to run the Duplicate QAN report

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The report includes a row for each course with a

QAN/Discount Code that has also been used by one or

more other courses.

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In this case the same QAN/Discount Code has

been used for AS English as for AS English Language,

which is unlikely to be correct.

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In this case there are two types of issue as the

QAN/Discount Code has been used for different

subjects and different levels.

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In this case the same QAN/Discount Code has

been used for an A-level and an AS-level, which incorrect.

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In this case the same QAN/Discount Code has

been used for CDT Design & Comm and CDT Design &

Real, which is unlikely to be correct.

School Census Autumn 2010

Reconcile Learning Aims & Results

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New to the Autumn Census

Reconcile Learning Aims and ResultsNew functionality to help schools gauge if the information used for declaring Learning Aims

could result in under funding

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We don’t claim to know exactly how the DfE will use the Learning Aims information provided in the Census for allocation funding, but we have worked with the (old) LSC to identify possible issues with a school’s Exams and Learning

Aims information that could make it difficult for the DfE to match Learning Aims with results.

Without such matches the DfE will be unable to reflect success rates in funding.

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Click to create the reconciliation reports.

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Click for a drop down of the available years

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Click to choose the folder to hold the CSV files

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Click to create the CSV files

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Message indicates that the CSV files have been

generated and saved successfully

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This CSV file has been designed to show instances of Learning Aims that will be declared in a Census, but for which we have

not been able to find a corresponding exam result.

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This CSV file has been designed to show instances of exam results

where we have not been able to find a corresponding instance of a

Learning Aim that will be declared in a Census

.

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This CSV file has been designed to indicate where exam results are

matched with Learning Aims on all factors other than QANs.

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Exam QAN is 5002640 ..

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.. while Learning Aim QAN is 1003630

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The QANs don’t

match

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Exam QAN is 10008342 ..

... and Learning Aim QAN is also

10008432

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The QANs match

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This CSV file has been designed to indicate exam results with QANs that don’t exist for Learning Aims or exist

for Learning Aims where those Learning don’t match with exam results

for other factors.

.

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School Census Summer 2010

Hours at Setting

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Click to update hours for 3 year olds

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Autumn is is the first term of the Academic Year so no attempt is

made to default to hours entered for the Summer

Term

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Double click to enter the hours for an individual pupil

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Type the number of hours as a

decimal

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Entering 12.6 is not allowed as only

increments of 0.5 are allowed

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Right Click for options

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Reset All will zero all of the Hours at

Setting in the browse

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Right Click for options

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Select All will select all pupils

displayed

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Click to enter the same number of

hours for all highlighted

pupils

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Enter the number in the same way

as for an individual entry

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The number is automatically entered for all the highlighted

pupils

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Click and then Shift Click can be used to highlight a

group of consecutive pupils

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Control Click can be used to

highlight a group of non-

consecutive pupils

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Click to save the changes

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Autumn has been auto selected, which means that the list will include

all pupils who were three years of age on

the 31/08/2010.

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We can filter by Year Group

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By Reg/Class

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Status can be particularly helpful as it provides a way to

identify pupils with no Hours at Setting

entered

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The blank display indicates that we

have entered hours for all of the 3 year

olds

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The approach for 2 and 4 year olds

is exactly the same

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School Census Summer 2010

Class Type(Primary School only)

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Click Update Class Type

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The interface works in the same way as

Update Hours at Setting

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School Census Autumn 2010

End of Preparation Presentation

Thank you for your time

Jim HaywoodProduct Manager for Statutory Returns

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