School Workforce Census Autumn 2019 Agenda Overview School

School Workforce Census Autumn 2019

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 Df. E’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 7 th November 2019 • Deadline for returns is Thursday 21 st November 2019 • Schools need version 7. 188 of SIMS • SIMS latest Fileset • 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 2019 Return • Preparing for the School Workforce Census Autumn 2019 • 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 25 th May 2018. • Schools will need to review their privacy notices to ensure they are compliant with the requirements of the GDPR. • There 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 01/09/2018 31/08/2019 • 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 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 2018

Changes for 2019 • Pay data – ensure that latest pay scales have been updated to 2019 rates • A new post of 'Apprentice Teacher' has been created, with all the same data requirements of existing teacher posts, • New posts of 'Leadership - Non Teacher' and 'Other Support Staff' have been added and the older post of 'Support Staff' has been removed.

CHECKS & REPORTS

Curriculum Data • Check all subject codes in use are mapped to Df. E 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 Info. Mgt/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?