Version 1.1 School Workforce Census 2019 Partial Returns Dave Cattlin

Version 1.1 School Workforce Census 2019 Partial Returns Dave Cattlin Helen Burns Jacqueline Redmond

Partial Returns Many schools subscribe to an HR / Payroll Service which maintains much of the data required by SWC – – – – – Service Terms Pay Levels Awards & Increments Allowances Absences SIMS Support Unit Seminars

Partial Returns There are items of data which these systems do not hold and will need to be submitted using SIMS – – – – – – Qualifications Vacancies on census day Supply Staff working on school on census day Head count and category of staff normally working in school but not paid through HR / Payroll Details of Service Agreements Subjects taught (secondary schools only) SIMS Support Unit Seminars

Partial Returns You will use SIMS to create a partial return – Your HR will then use this alongside information they hold to submit a completed return on your behalf – You will need to make sure that key fields match in the two systems Teacher Number Family Name Given Names Former Names DOB NI Number SIMS Support Unit Seminars

School Workforce Census 2019 – Documentation SIMS Support Unit Seminars

Documentation Documentation on all aspects of SWC is available from the OSMIS site – www.osmis.co.uk I am recording the webinar and, as long as it makes me look good, it will be available on DVD soon SIMS Support Unit Seminars

School Workforce Census 2019 – Introduction SIMS Support Unit Seminars

School Workforce Census School workforce census is the DfE’s main source of data on – staff pay bills – staff turnover – absences The data informs 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. SIMS Support Unit Seminars

School Workforce Census The submission of the school workforce census return, including a set of individual staff records, is a statutory requirement on schools and local authorities by virtue of regulations made under sections 113 and 114 of the Education Act 2005 meaning: – although schools and local authorities must meet their obligations to data subjects under GDPR, they do not need to obtain consent for the provision of information from individual members of the workforce – schools and local authorities are protected from any legal challenge that they are breaching a duty of confidence to staff members – schools and local authorities must complete a return. SIMS Support Unit Seminars

School Workforce Census Being transparent and providing accessible information to individuals about how you will use (process) their personal data is a key element of GDPR. The most common way to provide such information is through a privacy notice. this means that you must provide clear and accessible privacy notices that inform parents, pupils and staff: – – – – – – – – – what data is collected about them for what purposes the data is collected how the data is used (processed) what the lawful basis is for processing for how long the data is retained with whom the data is shared why the data is shared whether you intend to transfer it to another country, and whether you do automated decision-making or profiling SIMS Support Unit Seminars

School Workforce Census SWC is a collection of a range of information on the school workforce SIMS Support Unit Seminars

School Workforce Census 2019 – SIMS Permissions SIMS Support Unit Seminars

Permissions Required In order to complete the required steps, you must be in both the Personnel Officer and Returns Manager Groups – (Focus System Manager Manage Users) SIMS Support Unit Seminars

SIMS Versions Schools must be on the SIMS Summer Release and have imported Fileset V1304 or later to begin work on the return SIMS Support Unit Seminars

School Workforce Census – Key Dates SIMS Support Unit Seminars

School Workforce Census Overview Key Dates and Data Areas SIMS SIMS 7: 7: Routines Routines Statutory Statutory Returns Returns School School Workforce Workforce Census Census SIMS Support Unit Seminars

School Workforce Census – Changes this year SIMS Support Unit Seminars

SWC Post of Support Staff Split between Leadership – Non Teaching and Other Support Staff – The following items are no longer required where the SWC Post is Other Support Staff Qualification Code Subject Code Category of Additional Payment SIMS Support Unit Seminars

New Vacancy Post The post name (APP) - Apprentice Teacher is now available for selection from the Vacancies on Census Day panel. SIMS Support Unit Seminars

School Workforce Census 2019 – Who to include in the return SIMS Support Unit Seminars

Who to include in your return . Teachers and support staff with contracts who: – are employed by the school via a current contract that has lasted for 28 days or more on 07/11/2019 or have been employed by the school via a contract for 28 days or more during the period 01/09/2018 to 06/11/2019 inclusive or have been employed by the school via a permanent contract or via a contract with a contract end date at least 27 days after the contract start date. SIMS Support Unit Seminars

Who to include in your return . Any other teachers who: – have been employed by the school via a service agreement for 28 days or more during the period 01/09/2018 to 06/11/2019 inclusive or are employed by the school via a service agreement on 07/11/2019 and it is anticipated that this will extend to 28 days or more SIMS Support Unit Seminars

School Workforce Census 2019 – Secondary Schools Curriculum Data SIMS Support Unit Seminars

Curriculum Data Check in Tools Setups Subjects that all Nova codes are mapped to a suitable DfE Subject Code SIMS Support Unit Seminars

School Workforce Census 2019 – Preparing for the return SIMS Support Unit Seminars

School Workforce Census 2019 – School Level Information SIMS Support Unit Seminars

School Level Data Ensure that the information in Focus School School Details is correct – (as per the pupil census return) SIMS Support Unit Seminars

School Workforce Census 2019 – Staff Information SIMS Support Unit Seminars

Employee Details Tab Legal Forename and Surname Any Previous Names Gender Eligible for SWR DOB NI Number (in the format MW-23-75-16-C) Ethnicity Qualifications Indicate if day to day activities are substantially affected by physical or mental impairment and record the nature of the impairment in the appropriate panel SIMS Support Unit Seminars

Professional Details Tab HLTA Status and date achieved – Required for contracted teachers, teaching assistants and other support staff who are aged 18 or over If the member of staff is employed as a TA, tick the TA Status box QT Status (Qualified Teacher), QTLS Status (Qualified Teacher Learning and Skills) and EYT Status (Early Years Teacher) – staff can hold more than one teacher status QTS Route (required for all teachers and teachers working towards QTS who have taken up their first position since qualifying in the last year - even if not employed as a teacher) Qualifications – record the class of degree and the first and second subject qualified Record if the Qualification has been verified SIMS Support Unit Seminars

Employment Details Tab If primarily employed as a teacher, tick the Teaching Staff box Enter a teacher number for all staff who have one Check the Employment Dates for accuracy SIMS Support Unit Seminars

School Workforce Census 2019 – Service Agreements SIMS Support Unit Seminars

Service Agreements The School Workforce Census collects information for anyone providing 'regular service' – continuous employment for any period of 28 days or more since 1st September 2018 If these staff are not paid through payroll, we will need to enter them to SIMS with a Service Agreement in order to be include them within the return SIMS Support Unit Seminars

Service Agreements 1. Ensure that the member of staff is entered to SIMS and the Eligible for SWR box is ticked. You will need to enter the same level as data as for other staff included within your partial return. 2. Search for and highlight the required person then click the Open button to display the Employee Details page. 3. Select the Employment Details tab then navigate to the Service Agreement table. 4. Click the New button or highlight an existing service agreement record then click the Open button to display the Add (or Edit) Service Agreement dialog and ensure that the following data items are entered correctly: SIMS Support Unit Seminars

Service Agreements 1. Service Start Date and Service End Date 2. SWC Post - Select from the list of posts accepted by the DfE 3. Service Type - Indicate with what type of body you have a service agreement (this is required for teaching staff) 4. FTE - Enter the Full Time Equivalence of the agreement (1.00, 0.5 et c.) 5. Weeks / Year - The number of weeks worked per year as stated in the Service Agreement 6. Agreement Hours / Week - The number of hours worked per week as stated in the Service Agreement (not required for agency teaching staff for whom you would enter a Daily Rate) 7. SWC Base Pay (annual salary equivalent) - for staff not on a daily rate, you should enter the pre-tax annual salary of the staff member; this is not required where you enter a Daily Rate 8. Daily Rate - If the person is on a daily rate of pay, select the Daily Rate check box 9. SWC Additional Payment Amount - Not applicable where staff are paid a daily rate 10.Latest Pay Review Date - Applicable for all teachers with contracts or Service Agreements 11.Role - Enter an appropriate role and start date for the member of staff SIMS Support Unit Seminars

Service Agreements 1. Service Start Date and Service End Date 2. SWC Post - Select from the list of posts accepted by the DfE 3. Service Type - Indicate with what type of body you have a service agreement (this is required for teaching staff) 4. FTE - Enter the Full Time Equivalence of the agreement (1.00, 0.5 et c.) 5. Weeks / Year - The number of weeks worked per year as stated in the Service Agreement 6. Agreement Hours / Week - The number of hours worked per week as stated in the Service Agreement (not required for agency teaching staff for whom you would enter a Daily Rate) 7. SWC Base Pay (annual salary equivalent) - for staff not on a daily rate, you should enter the pre-tax annual salary of the staff member; this is not required where you enter a Daily Rate 8. Daily Rate - If the person is on a daily rate of pay, select the Daily Rate check box 9. SWC Additional Payment Amount - Not applicable where staff are paid a daily rate 10.Latest Pay Review Date - Applicable for all teachers with contracts or Service Agreements 11.Role - Enter an appropriate role and start date for the member of staff SIMS Support Unit Seminars

School Workforce Census 2019 – Configuring the return SIMS Support Unit Seminars

Tools Statutory Return Tools School Workforce Census Settings Configure the return to omit contract data SIMS Support Unit Seminars

School Workforce Census 2019 – Creating the Return SIMS Support Unit Seminars

Creating the Return Routines Statutory Returns School Workforce Census Fileset 1304 or later should be good for the return Ensure that the School Workforce Census Folder is selected correctly and that the required Security message for Reports is specified. SIMS Support Unit Seminars

School Workforce Census 2019 – Census Level Items SIMS Support Unit Seminars

Curriculum Data (Secondary Schools) Click the Calculate All Details button to gather curriculum data to the return. – This information may be edited as required in the Curriculum for Teachers and Teaching Assistants panel. SIMS Support Unit Seminars

Vacancies on Census Day Posts for all types of teachers, from classroom teachers to head teachers Posts that the school has tried to fill but have not been filled on census day Posts where an appointment has been made but the appointee is not in the post on census day SIMS Support Unit Seminars

Occasional Teachers on Census Day Number of Occasional Teachers With QTS Number of Occasional Teachers Without QTS Number of Occasional Teachers Where QTS is Not Known SIMS Support Unit Seminars

Agency / 3rd Party Support Staff The number of occasional support staff who are not directly employed by the school or the LA on census day – Examples might include contract cleaners, nurses employed by a PCT and outsourced IT technicians SIMS Support Unit Seminars

School Workforce Census 2019 – Create and Validate and Check SIMS Support Unit Seminars

Create and Validate As with the pupil census, Create and Validate checks the information to be submitted Consider the messages and amend records as required SIMS Support Unit Seminars

Errors Schools submitting partial returns will receive errors relating to contracts, Head Teacher and SENCO post holders not being found – this will come from the contracts side of the return and can be ignored SIMS Support Unit Seminars

Reports Run off Summary and Detail Reports and share in school as appropriate SIMS Support Unit Seminars

School Workforce Census 2019 – Authorise and Submit SIMS Support Unit Seminars

Authorise Once ready to submit, click the Authorise button – This creates the XML file in the folder specified in the browse window SIMS Support Unit Seminars

Submit Arrangements will vary based on your circumstance SIMS Support Unit Seminars

Academies Upload the partial return file to COLLECT – Along with a payroll / HR extract – Use COLLECT functionality to merge the two halves of the return https://www.gov.uk/guidance/school-workforce-c ensus SIMS Support Unit Seminars

VA, VC and Maintained schools Blackburn with Darwen Schools will upload the XML to the LA using Perspective Lite Enquiries to [email protected] SIMS Support Unit Seminars

VA, VC and Maintained schools Trafford Schools will upload the XML to the LA using Fronter Once you have uploaded the file, please complete the form at http://www.osmis.co.uk/notify-the-la-onceyou-have-uploaded-your-partial-return/ Enquiries to [email protected] SIMS Support Unit Seminars