school workforce census autumn 2018 - east sussex · swc – rationale •school workforce census...
TRANSCRIPT
School Workforce Census Autumn 2018
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 DfE’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 8th November 2018
• Deadline for returns is Thursday 22nd November 2018
• Schools need version 7.182 of SIMS
• SIMS minimum Fileset 1004
• 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 2018 Return
• Preparing for the School Workforce Census Autumn 2018
• 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 25th May 2018.
• Schools will need to review their privacy notices to ensure they are compliant with the requirements of the GDPR.
• There are 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 [email protected]
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 01/09/2017 - 31/08/2018
• 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
• 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 2017
Changes for 2018
• Pay data – ensure that latest pay scales have been updated to 2018
• Date of last pay review – even if no alteration to pay
• Extra care in recording additional payments correctly and that these have been updated
• Three categories of Qualified Teacher Status – QTS, QTLS and EYTS. Teacher Number to be provided.
CHECKS & REPORTS
Curriculum Data
• Check all subject codes in use are mapped to DfE 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 InfoMgt/Out folder (then run Anycomms)
• Or email [email protected]
Support and Advice
• SIMS related enquiries should be directed to Schools ICT on 01273 482519 or email [email protected]
• 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 [email protected]
Thank you.
Any questions?