SCHOOL WORKFORCE CENSUS Autumn 2020 th Return Date

SCHOOL WORKFORCE CENSUS Autumn 2020 th Return Date: 5 November 2020 Yvonne Callaghan MIDAS Team Marianne Franklin Also from the MIDAS Team

Outline for today’s Session • Introduction • Documentation • Scope - schools • Data items collected • Staff Record BREAK: • Creating the CENSUS • Errors/Queries • Detail Reports • Summary Report • COLLECT

Introduction The school workforce census is the Df. E’s primary source of data on school staff and informs departmental policy on pay and the monitoring of the effectiveness and diversity of the school workforce. Data is collected on the “collect once, use many times” principle.

Statutory requirement for All schools to submit a Census Return Including: • Community • Foundation • Voluntary Aided • Voluntary Controlled schools • Academies including MATS • Free Schools • Pupil Referral Units

Returns are not expected from: Early Years settings and Children’s Centres

Documentation List • • • Check List Book 01 – Overview of the SWC Book 02 – Before you Begin Book 03 – Creating the CENSUS Book 04 – Adding/Editing Staff Data Book 05 - Completing the Return on Census Day

Documentation List • Appendix 1 – Df. E Guidance • Appendix 2 - Who to Contact • Appendix 3 – Errors & Validations Resolutions Guidance • Appendix 4 – Uploading the CENSUS to COLLECT

Documentation Centre Downloading Documentation If you subscribe to welearn its http: //bit. ly/midaspages If you don’t its: http: //wsd. we-learn. com/downloads

From Midas pages From the MIDAS home page, click on Documentation, click on Workforce Census and the School Workforce Census documentation will be available.

From the Downloads pages

Further advice can be obtained from the Df. E website and is also included as Appendix 1 – Df. E Guidance https: //www. gov. uk/government/publications/school-workforcecensus-guide

Reduction of burdens on schools in 2020 To help reduce the burden on schools during COVID-19 pandemic, the Df. E have reviewed its Data Collections for the School Workforce Census Return 5 th November 2020 and therefore it has been agreed that schools will not need to return data for the following items for this year only:

Reduction of burdens on schools in 2020 • • Absence data (not required) Qualification data (not required) Latest Pay Review date (not required) Data on Agency/Third party support staff, (not required) • Vacancy Panel on the return: ( ‘Subject’ and ‘Tenure’ (eg full or part time not required) •

Note on Absences • If you are a Warwickshire school who routinely enter absence data into SIMS for the Employment Absence Direct (EAD) for Your. HR, then please continue. Or you are a school that enters absence data for monitoring purposes, then please continue. The data will be submitted but not used by the Df. E and will be deleted from their systems. Note for all schools • With regards to Qualifications data and Latest Pay Review dates, schools can continue to record this data in SIMS for their own records. This data will be submitted via the Return. The Df. E as mentioned in the previous section will delete the data from their systems and not use it. Note for all schools This data will be collected in the 2021 CENSUS

NOTE On Vacancies: If your school has no vacancies on th CENSUS Day 5 November, then a Return Level Note will need to be entered on the COLLECT website, to say that you have no vacancies at your school on CENSUS Day

What’s new in the SWC 2020 There are only a few minor changes to the CENSUS since 2019 and these are detailed below. These changes are also included in Book 01 - Overview of the School Workforce Census page 5 • The requirement for QTS, QTLS and EYTS to be supplied for Advisory Teachers. • The option for non-teacher members of a schools leadership team can now select as having an SWC Post of LNT (Leadership Non-Teacher) rather than as part of SWC Post OSP (Other Support Staff).

Which Staff should be included in the Return You should include All staff who are employed by your school who have a Permanent/Fixed Term Contract/Service Agreement. For Example: All staff who have been in regular service at the school of 28 days or more with a Contract/Service Agreement, up until the 5 th November 2020.

Staff who should not be included Staff working in extended school service provision, for example, breakfast and after school clubs, Sure Start and Children’s Centres. Note Staff engaged in the normal running of the school, such as cleaners, should be included regardless of when they work, for example, before, after, or during the normal school day (if they are employed by the school)

Staff who should not be included Staff employed by the LA that provide support to schools, for example, peripatetic music teachers, advisory teachers, educational psychologists, Warwickshire Attendance Service (WAS)Team “However Occasional Teachers will be included in the Head count on the Census panels if they were in school on Census Day 5 th November)”

All Schools should have A SENCO You may have a teacher with a role of Classroom Teacher but if they are the designated SENCO, you can add that as an additional role within their Contract The Return will also expect your school to have a Head Teacher or an Executive Head Teacher

What dates will the census collect data for? Continuous Contracts between 1 st September 2019 and 5 th November 2020 • For existing staff, new staff and staff who have a change of contract between these dates. • This will include any staff whose contracts finished (ie leavers) between the same date range.

New Academies In order that data is only collected and returned to Df. E from the date which the school changed to Academy status, you will need to record this date in SIMS

ALL Schools All Schools If your school has changed name or Df. E number and you have not had a patch to change your school details, please log a call with the Service Desk. Book 02 – Before you Begin for further guidance

Multi Academies (MATS) Multi Academy Trusts (MATS) must ensure a separate return is made for each academy

Data Protection The General Data protection (GDPR) and Data Protection Act 2018 (DPA 2018) mandate certain safeguards regarding the use of personal data by organisations, including the department, local authorities schools. More information on Data Protection (GDPR) is in Book 01 Overview of the SWC page 5

Staff Data Collection Sheet MIDAS have created a Staff Data Collection Sheet Report which includes necessary GDPR information. This report is available on both the MIDAS/Downloads Pages websites, together with instructions on how to download, import and run.

Carry out a Dry Run? Carrying out one or more dry runs of the School Workforce Census is advisable as early as possible; even if you know that your data has not yet been fully prepared or checked. The dry run will produce errors/queries after the validation process has been run and details the corrections that need to be made to your data.

Dry Run Process There will be 2 Queries that can only be cleared on Census Day and these can be ignored during the Dry Run process. • Vacancies on Census Day (Subject/Tenure not required) • Occasional Teachers in school on Census Day

Census Detail Reports After the validation process has been run, you will also be able to use the Census Detail Reports which will highlight, if any, discrepancies in your data.

COLLECT Dry Run You can if you wish, complete a Dry Run on the COLLECT website. A Familiarisation Blade will be available on COLLECT from now up until the 30 th October 2020. This will highlight, if any, COLLECT validation rules

Familiarisation Blade The Familiarisation blade mirrors the look, feel and functionality of the live COLLECT blade. The Status will show as Familiarisation.

COLLECT Dry Run/Final Return All errors/queries in SIMS must be cleared before uploading your CENSUS return to COLLECT Appendix 4 – Uploading to COLLECT will guide you through this process

Warwickshire Schools that use Your. HR Your. Hr will be uploading onto their website, up to date data on all the staff employed at your school. They will be sending an email out shortly to let you know when this will be available. Any data changes /updates if required in SIMS, Book 04 – Adding/Updating data will help you with this process

Lets take a closer look in SIMS at a Staff Record and the information required.

Shortcut Panel on Home Page From the Home Page, click on the double green arrow, this will display the SIMS shortcuts panel Click on the down arrow next to Applications, select Add a Panel, type in your name: Click on the down arrow next to your name and select: Add Internal Shortcut, select Routines/Statutory Returns/School Workforce Census. To close the shortcut panel, click on double green arrow

Secondary Schools only Panel 4 Curriculum panel

The Contracts panel lists all contracts Open, Closed, Suspended and Future.

Known Errors and Resolutions 4410 and 4228 • Tools/Staff/Pay Related • Locate and open the Single Status Service Term • Click on the Post link at the top of the screen • Open each of the posts and, using the drop down menu, change the SWC Post to Other Support Staff

REMINDERS • Ensure that all new staff have been entered • Ensure that all Leavers have appropriate end dates in Employment details panel • Ensure that current staff have an up to date contract/service agreement • Ensure that all Professional details have been updated • Ensure that no casual staff are included. Either remove the or if person has 2 contracts, the role for the casual one should show as ‘Do not include in statutory returns’

Thank you for Watching: Remember if you are new to the SWC please read through the Book 01 and Book 02 and use the step by step guidance detailed in the ebook. If you still require further assistance, please log a call with the service desk email: ictdsservicedesk@Warwickshire. gov. uk or Tel: 01926 414100