Exclusion Reporting Online

Step by Step Guide – 2017 Update

Contents:

1.Introduction

2.Set up and Login

3.Selecting a student

4.Recording an exclusion

5.Uploading documents

6.Governors Meeting Information

Contact and Questions:

If you have any queries or difficulties logging exclusions please contact us by phone 0115 876 4700 or email exclusions@nottinghamcity.gov.uk

1. Introduction

Exclusion Reporting

The Department for Education’s guidance on exclusions requires all maintained schools, academies, free schools, special schools and pupil referral units to report exclusions to the local authority (section 4.3).

The head teacher must inform the local authority immediately for the following exclusions: Any permanent exclusion Any exclusion which would result in the pupil being excluded for a total of more than

5 school days in a term (or 10 lunchtimes) Any exclusion which would result in the pupil missing a public examination or

national curriculum test.

The head teacher must inform the local authority, at least once a term, of any other exclusions not already notified.

To assist schools and academies with their obligation to report exclusions and with a desire to identify quickly pupils at risk of further exclusion, the Local Authority provide an online reporting system for fixed period and permanent exclusions. This provides a quick and convenient way to log exclusions as they happen.

The system is web based and can be accessed through your preferred web browser. The benefits of this are:

You can access the system from any computer or device with a web browser and internet access.

No programs to install (you may have to install Microsoft Silverlight if this is not already installed).

No additional cost to use this system. Secured login and online document storage, so no more need to post forms or

documents.

Through using the online system we hope that this will alleviate the administrative burden for schools and Academies reporting exclusions and provide accurate real time information about exclusions to try and support pupils at risk of further exclusion.

IMPORTANT: When finished logging any exclusions, please make sure you log out of the system by clicking the link at the bottom right hand side of the screen. If this is not done it can result in locking your account.

If you have any questions please do not hesitate to contact the Team on 0115 876 4700.

2. Set up and Login

2.1.To access the website, click on the link below or paste the link into your web browser:

https://ems.nottinghamcity.gov.uk/CCSEnterpriseonline_live/

(You may need to install Microsoft Silverlight to run the web page, if this is not already installed.)

2.2.Login using your username and password supplied.

If you forget your password, this can be reset on the home page.

If the account becomes locked, please contact the exclusion team (0115 87 64700).

2.3.When you have successfully logged in, click on the exclusions button to access the system.

3. Selecting a Student 3.1.Your School will automatically be recorded in the Base Name field, so you will only

be able to record exclusions for your base.

3.2.You can search for a student by inputting pupil details and pressing the search button.

Top Tip: This is a smart search and will find pupils with limited information. E.g. Only typing ‘smi’ in the name field with return all pupils with ‘smi’ in their

name.

3.3.You will then see a list of students who meet the search criteria. Highlight the student you wish to select and press the Arrow button to the right of the main screen to proceed to the pupils exclusion summary.

4. Recording an Exclusion

4.1.Once you are looking at the student details and exclusion summary you can add an exclusion by pressing the ‘Add’ button.

4.2.A new screen will load to enter the pupils Exclusion Details.

You will need to input the following information on the ‘Details’ tab:

- Category of exclusion (i.e. 1-5 Day fixed period exclusion, permanent exclusion etc).

- Start date of the exclusion (am and pm can be defined)

- End date of the exclusion (am and pm can be defined)

- Check the ‘Excluded Days’ field is correct. If you changed the start and finish dates shouldpress the refresh button next to the excluded days field.

4.3.You will then need to click on the Reasons tab and tick ALL the reasons for the exclusion. These can be ranked in priority order. The ranking can be altered by using the up and down arrows on the right.

Important: Most incidents leading to exclusion are covered by the reasons provided. The ‘other’ reason should not generally be used, only by exception, i.e. the reason for the exclusion is not covered by the main categories. If unsure, please contact the exclusion team on (0115) 87 64700.

4.4.Once all the reasons have been logged press the save button at the top right of the screen. A message will display confirming the exclusion has been recorded.

5. Uploading Documents 5.1.Once a pupils exclusion has been saved successfully the ‘Linked Documents’ tab

will become available.

5.2.This tab allows you to upload documents related to the exclusion. Click to ‘Add’ button and navigate to the file you want to upload and press the ‘Open’ button. You will receive a confirmation box that the file is ready to upload when saved. Finally press the ‘Save’ button.

5.3.The following documents should be uploaded as standard:

Fixed period exclusions- Letter to parents informing them of the exclusion (upload when logging)

Permanent exclusion- Letter to parents informing them of the exclusion (upload when logging)- Present/Previous School Information (PSI) Form (upload when logging)- Head teacher/principals report to governors (upload when available)- Letter from the governing board of their decision (upload when available)

Note: You will only be able to upload electronic documents to a ‘saved’ exclusion record.

6. Governors Meetings 6.1. If the governors meet to consider a pupils exclusion, the date and outcome of the

meeting can be added to the ‘Governing Body/Management Committee Meetings’ tab.

6.2. If the exclusion will be considered by governors, tick the ‘Referred to Committee Meeting’ box.

Then click the ‘Add’ button and enter the planned date and time of the meeting.

Click ‘Save’ at the top of the screen.

6.3.Once the meetings have been heard, you can log back into the system and add the decision of the governors and if parents attended. You can also upload the decision letter on the ‘Linked Documents’ tab.