School Workforce Census 2018 Census Date 08 11

School Workforce Census 2018

Census Date: 08. 11. 2018 Absence collected from 01/09/2017 to 31/08/2018 Continuous contracts collected from 01/09/2017 to 08/11/2018 • Normally, returns should be submitted on the census day, however, if this falls during a school holiday, you should submit as soon as you are back in the office and pick the day you return as the day you use for the Head Count • If you are unable to submit your return for any reason, please ensure that you inform the Performance Team (01482) 392452

Performance Team • Performance Team will be checking returns if you have signed up for the service. • If you require any further information / advice about the checking service, please speak with the Performance Team 01482 392452. • Performance Team DO NOT require a summary or authorisation report.

Sims • Sims Version: 7. 182 • Fileset: 1006 In SIMS – be careful where you choose to save your census as it contains sensitive data. When you create your census, it first asks where you want the Census to be saved. Choose a location or folder that is not available to other staff.

Changes Since Last Census Workforce Member Contract / Service Agreement Details Report To enable the reason for leaving (now collected for the School Workforce Census) to be displayed in the Workforce Member Contract/Service Agreement Details report, an additional column (Reason for Leaving) has been added next to the existing Destination column. This can be updated via: Staff Profile > Employment Details > Service Agreement

Changes Since Last Census Workforce Member Professional Details Report To enable all qualified teacher statuses to be displayed in the Workforce Member Professional Details report, two additional columns (in addition to the existing QTS column) have been added to the report: You can amend this in Sims via: Focus > Person > Staff (Search for member of staff) Professional Details (Section 1) Tick Box (It is possible for a qualified teacher to have all three statuses) • QTS Qualified Teacher Status • QTLS Qualified Teacher Learning & Skills Status • EYTs Early Years Training Status

Staff Included in the Return The following, if they are in regular service, are examples of those for whom school workforce level data should be returned: • teachers employed by the school, both with and without QTS, EYTS or QTLS • support staff employed directly by the school • teachers working at the school who have been supplied by an agency or a local authority if the local authority is acting like a supply agency • staff on paid or unpaid absence, whether long or short term • teachers on the School Direct (salaried) programme, the Overseas Trained Teacher Programme (OTTP) and the Teach First programme

Staff Not Collected in the Return School workforce level data does not need to be returned for the following: • • • Temporary staff with service of less than 28 days Casual staff without contracts employed on an ad hoc basis Trainee teachers on teaching practice Trainee teachers on a School-Centred Initial Teacher Training (SCITT) programme Staff working in extended school service provision, for example breakfast and after school clubs, Sure Start and Children’s Centres. Note that staff engaged in the normal running of the school, such as cleaners, must be included regardless of when they work, for example before, after, or during the normal school day Staff employed by the local authority that provide support to schools for example peripatetic music teachers, advisory teachers, educational psychologists, educational welfare officers (information on these will be submitted by the local authority) Teachers only engaged in one to one tuition Governors and voluntary staff Staff for whom there is no role identifier code that equates to the function they carry out, for example clerk to governors, school crossing patrol staff and school improvement partners Staff whose contracts finished prior to 1 September 2018

Staff Not Collected in Return Data does not need to be returned for the following if they are not in school on the census day: • temporary staff with service of less than 28 days and who are not expected to complete service of 28 days or more. • casual staff without contracts employed on an ad hoc basis. • If these staff are in school on census day then head count data should be reported for them. • ‘Other support staff’ incorporates support staff that are non classroom based: matrons, nurses, medical staff, librarians, technicians, bursars and other administration/clerical staff, premises and catering staff.

Headcount Every school will be expected to have a SENCO and to have a headteacher or executive headteacher. If this is a combined role within the school, for example the Head is also the SENCO then a note will need to be put on COLLECT for queries 6540 Q and 6550 Q Headcount data (on the day) is required for supply teachers who have a contract or are employed under a service agreement with a school for less than 28 days (occasional teachers) that are in school on census day. Headcount data is also required for support staff who are not employed directly by the school or LA who are in school on census day, i. e. contract cleaners or outsourced IT technicians.

Base Pay Base pay is not collected for staff paid by a daily rate. • In SIMS, the Pay Details panel is visible only if your Returns Manager has selected the Allow editing of Base Pay check box, you can amend this in Sims via: Tools > Statutory Returns Tools > School Workforce Census Settings > Allow Editing of Base Pay

Data Items Collected in the Return • Staff details • Contract details (including the employment start date for the period of employment that applies to each contract) • Service Agreement details for agency teachers (including the employment start date for the period of employment that applies to each service agreement) • Payment details for all categories of staff • Absence details for teachers and teaching assistants in regular service, working for schools through a contract (not an agency agreement) • Curriculum details for teachers and teaching assistants in the timetable cycle in which the census falls (Secondary and All-Through schools only) • Qualification details for all staff (NQF Level 4+) Post A Level.

Absence Data If you Don’t Use I-Trent • Academies or schools that do not use ITrent will NOT need to follow these instructions as they will need to report absences from their MIS If you Use I-Trent • Absence data will be obtained by the Performance Team from colleagues in Human Resources and a matching and reconciliation process will be completed with the return that you submit. • If you also record absence data in your MIS you should ensure you do not include this in your return. Tools > Statutory Return Tools > School Workforce Settings and untick the box for Absences.

What is Regular Service This is defined as continuous service of 28 days or more already undertaken or planned to take place. If the staff member has not yet reached 28 continuous days or more of service, planned service should only be counted where a) The end date of the contract signifies they will complete 28 days or more b) The contract type is permanent where it can be assumed that the contract will last for 28 days or more There is a handy flow chart on page 15 of the Df. E guidance if you are unsure who to include.

To Exclude a Member of Staff or Duplicate Records Make sure there is no tick in the Eligible for SWR box – this is located in the PERSONAL TAB section 1 of the staff Basic Details record

To Exclude a Contract Only This may be required if a member of staff has a contract that needs to be reported another contract that does not need to be included (eg a zero hour contract or a casual contract). In these cases you cannot exclude the person, only the contract or contracts that do not need to be reported. Within the contract ensure the role is set to Do not include in Statutory Returns

School Level (Headcount Data) This will be completed manually when you create your return

Qualifications • Only qualifications which are graded at NQF level 4 or above should be included for teachers and support staff. • NQF Level 4 are higher than A level qualifications. • Page 57 section 7. 5 of the Df. E guidance covers the qualifications in more detail should you have any queries. • Credibility checks will be done on TEACHERS. If you submit records for teachers with NO qualifications you may be contacted by the Performance Team. • Qualifications are stored in the Professional Details tab of the staff record

When to Record a Contract or Service Agreement Contract If the arrangement is directly between the member of the workforce and the school where the member of staff works, then this should be recorded as a contract. 3 categories – Permanent, Fixed Term and Temporary Ø Permanent - defined as one with no end date (unless the contract has been closed and the date is in the past. ) Ø Fixed Term - by definition is for an agreed length of time and has a fixed end date. Remember casual contracts and zero hour contracts do not need to be reported but you may have them recorded in your MIS and will need to exclude them in your return. Ø Temporary - normally has no end date but is designed for short term situations, eg cover.

Service Agreements / Service Level Agreements Service Agreements If the member of staff is working in a school but their contract is with another organisation (e. g. an agency or another school) then this should be recorded as a service agreement. Note: If supply teachers are provided by the LA where the LA is acting as the supply agency and the staff member is in regular service at a school, then a service agreement record should be recorded to reflect the amount of time worked in the school and will need to be reported in your return. Remember contracts and service agreements are required for staff in regular service only – 28 days or more continuous service or planned to be 28 days or more. Service Level Agreements People who come into the school under a service level agreement, e. g. your IT support such as SMD, JP would be counted in the HEADCOUNT data unless they are centrally employed

Base Pay If you get any errors or queries relating to base pay (eg a member of staff not showing) Check the following: Ø Has the member of staff been excluded from the return (has a tick in SWR) Ø Go to the Contract or service agreement Look at the hours per week and the weeks per year and ensure they are entered correctly. Amend if necessary. Ø In the contract check the pay record has been entered correctly and not linked to a scale point that is not used by our authority (NJC – not all points from 6 to 60 are used by us and some are entered as £ 0. 00). Base pay can be amended when you create the census if you have amended your school workforce census settings – we do not recommend making manual amendments. It is best to ensure the data is entered correctly and allow the system to make the calculation.

Executive Headteachers The post of ‘Executive Headteacher’ should be used for a headteacher that leads two or more schools in a ‘federation’ or other ‘partnership agreement’. This agreement should be recognised by the DFe. The school that holds the contract for the executive head should return the details in the census. The other schools in the ‘federation’ or ‘partnership agreement’ will not be expected to report any data – you will get a query but this can be explained in COLLECT by the Performance Team. If you share a headteacher but are not a ‘federated’ school, each school in the agreement should return data for the head according to their portion of the agreement. E. g. if it is a 50/50 split you split the pay and hours accordingly and report you half of the agreement. Remember to ensure the other school(s) report the correct proportion.

Centrally Employed Staff Centrally employed staff These are members of staff that work in schools but are not employed by the school they are employed by the local authority eg Peripatetic Music Teachers School Improvement Officers Education Welfare Officers These members of staff are not required in the return – the Performance Team complete a separate return on these members of staff. They are also not required in the headcount of third party staff Staff Acting Up or Secondments The substantive post should be closed (end date added) and a new contract added to reflect the current position. Once the acting up period or secondment ends please ensure you end the relevant contract and add a new contract to reflect the current position.

Base Pay This is a mandatory field that will be calculated when you create your return. It can be seen and edited when you create your return. If it is showing the incorrect amount, please check the personnel record and/or that your pay related definitions are correct via Tools > Staff > Pay Related.

Teacher Pay Award Date – unknown as yet You must update this field to reflect the most up to date pay review date, which at present is still Sept 2017 as the new pay rise is still in the process of being authorised. This is the date of the most recent determination of a teacher’s pay. Maintained schools must carry out these determinations annually and we expect that academies will have similar processes. The results of the annual review should apply from 1 September that year. However, the review may not have taken place by the time of the school workforce census. Outside of the annual review cycle, schools should also make determinations of teachers’ pay when teachers take up a new post, or move to the Upper Pay Range. The date supplied should be the most recent pay determination (either the regular annual review, or a more recent review for other reasons), even if this did not result in a change to the teacher’s pay. The field is located in the relevant CONTRACT – it is called latest pay preview date

Last Pay Review The field is located in the relevant CONTRACT – it is called latest pay review date

Vacancies Required for teaching posts qualified or unqualified. A post is considered vacant for the purpose of the school workforce census if it § is not covered § is covered temporarily by other staff within the school § is covered by a teacher on a contract of less than one term or more than one term but less than an academic year What vacant posts should be included § those the school has tried to fill but which are not filled as of Census day § those where an appointment has been made but the appointee was not in post on Census day § those for all types of qualified teachers from classroom teachers to head teachers Do not include § those not becoming vacant until after the Census day (eg where teacher has resigned but is serving notice) Further details are in the Df. E guidance– this includes a handy process map on page 69

Contacts School Workforce Census Content: ie: pupil premium, how to send your return, funded hours queries etc Performance Team: 01482 392452 E-mail: childrens. performance@eastriding. gcsx. gov. uk. Technical IT Queries: ie: SIMS / Scholarpack Schools IT Team: 01482 393333 E-Mail: it. schools@eastriding. gov. uk Log an IT Helpdesk request and mark it “Census”