Applicable to the following returns:

• England – School Census, School Workforce Census.
• Wales – PLASC, Attendance Collection, Post 16.

Details about the latest fileset can be found on the My Account website (https://myaccount.capita-cs.co.uk) by using the search facility to find CENSUS15 information.

Applicable to the following returns:

• England – School Census, School Workforce Census.
• Wales – PLASC, Attendance Collection, Post 16.

The fileset is available as a .ZIP file, which should be downloaded from the My Account website (https://myaccount.capita-cs.co.uk) by using the search facility to find CENSUS15 information, unzipped then imported into the SIMS Document Management Server (DMS) via Tools | Setups | Import Fileset. Ensure that the DMS is configured correctly before attempting to import the files.

After the fileset has been imported, you must log out of SIMS for the change to take effect.

Applicable to the following returns:

• England – School Census, School Workforce Census.
• Wales – PLASC, Attendance Collection, Post 16.

Select Routines | Statutory Returns | <census name> to display the census return browser. The Validation Fileset ID is displayed in the header of the browser.

The handbooks dealing with the production of the Statutory Returns are published at the time of the SIMS Release. They are available via the Documentation Centre (accessed from the SIMS Home Page) and the My Account website (https://myaccount.capita-cs.co.uk).

The Errors and Resolutions documents and the Preparation guides (where applicable) are published at the time of the SIMS Release or as soon after the release as possible. These documents are available via the SIMS Documentation Centre and the My Account website (https://myaccount.capita-cs.co.uk).

To locate any of these documents on My Account, search for the applicable keyword, e.g. CENSUS15 or SWC15 or PLASC15, etc. The keywords are documented in notifications and also in the Where to Find More Information section in the handbooks.

England – School Census, School Workforce Census:

The DfE guidance documents can be found on the following websites:

https://www.gov.uk/government/collections/school-census

https://www.gov.uk/government/collections/school-workforce-census

Wales – PLASC, Attendance Collection, Post 16:

The Welsh Government guidance documents can be found on the following website:

http://wales.gov.uk/topics/educationandskills/

Northern Ireland - DENI Leavers and DENI Main Returns:

The Department of Education Northern Ireland guidance documents can be found on the following website:

www.deni.gov.uk

A two year course must be set up correctly to ensure that after the completion of year one, the Status for students is displayed as continuing. This indicates that a result is not expected until after year two of the course is completed.

NOTES: It is possible to extend class memberships within the specified course duration only. For example, class memberships cannot continue for two years if the course duration is only for one year. If a student’s class membership is amended in Academic Management, their course memberships are updated automatically without the need to run the Update Course Memberships routine manually.

1. Select Tools | Academic Management | Course Manager | Course Manager Settings to display the Update Course Manager Settings page.
2. The Minimum Course Duration and Maximum Course Duration fields enable you to define the predicted length of time needed to deliver the course material to the students. Select the required duration from the drop-down lists.
3. The Default Course Duration cannot be outside the range defined by the Minimum Course Duration and Maximum Course Duration fields. Select the required duration from the drop-down list.
4. Check the applicable courses listed at the bottom of the Settings panel and change the Default Course Duration, if necessary, by clicking the required cell then selecting from the drop-down list.
5.  

The PI file contains information that has been derived from the Register of Regulated Qualifications (RRQ) provided by Ofqual and is available from the My Account website (https://myaccount.capita-cs.co.uk).

1. Download Performance XML files.zip to a folder of your choice.
2. In SIMS, select Tools | Statutory Return Tools | Import Qualification Data. A confirmation dialog is displayed.
3. Click the OK button to confirm that the downloaded data you are about to import is up-to-date. The Import Qualification Data page is displayed.
4. In the Select Performance Measures panel, click the Browser button adjacent to the Performance Measures XML field then navigate to the stored location of this file.
5. Select the Performance Measures ENG and NI ONLY.XML file then click the Open button to return to the Select Performance Measures panel, where the selected file is displayed.
6. Click the Import Performance Files button.
7. Click the Print button to print a copy of the file names and locations for future reference, if required.

When you next open the Import Qualification Data page, the Last Updated On field reflects the date of the most recent import.

The Learning Aims panel on the Census Return Details page is populated automatically if there is only one authorised return from the previous Autumn. However, if more than one return was authorised last Autumn, you must select the required return file manually.

1. Select Routines | Statutory Returns | School Census to display the Census Return browser then select then required return.
2. In the Learning Aims panel, click the Update from Previous Autumn button to display the Authorised Autumn Census Return dialog.
3. Highlight the required authorised return then click the OK button.
4. When the Learning Aims panel is populated, click the Create & Validate button to produce the Validation Errors Summary.

Check that there are QANs attached to the applicable courses:

1. Ensure that the latest QWS files are downloaded from the DfE QWS website (https://collectdata.education.gov.uk/qwsweb/default.aspx) then imported into SIMS via Tools | Statutory Return Tools | Import Qualification Data. Update the QANs and Discount Codes for Course Manager then select the required QAN.
2. Select Tools | Academic Management | Course Manager | Maintain Course then select the required course.
3. In the Classification panel, click the New button to display the Select Code dialog.
4. Highlight the required Codeset then highlight the required Code.
5. Click the OK button to return to the Classifications panel then click the Save button.

Ensure that the latest Performance XML files are downloaded from the My Account website (https://myaccount.capita-cs.co.uk). Unzip the file to a folder of your choice then import into SIMS via Tools | Statutory Return Tools | Import Qualification Data.

If there are still missing or incorrect learning aims, carry out the following steps:

In Examinations Organiser:

Results entered via Edit PI Data in Exams are displayed in the Learning Aims panel on the School Census Details page in SIMS (Routines | Statutory Returns | School Census).

Checking Element Details:

Results are gathered for all the seasons in the previous academic year therefore, the following checks on elements may need to be made for each season.

• Ensure that the element has both a QCA Code and a QAN:

1. Select Focus | Basedata to display the Basedata for <Term> Exams dialog.
2. Make a note of the series and the award titles.
3. Expand the basedata tree then right-click the element and select Properties from the drop-down list to display the Properties of <examination award element> dialog.
4. Ensure that both a QCA Code and a QAN are displayed for the selected element.
5. TIP: To assist with the identification of the element, it may help to add some temporary text, e.g. xxx, to the end of the internal title of the element. This can be removed later.

• Ensure that students have grade results for the element:

1. Select Reports | Results | Element/Component Results to display the Report Criteria - Element/Component Results dialog.
2. Choose the correct series (noted earlier) and ensure that Internal is displayed in the Component/Element Title field.
3. In the Selections panel, click the Search button then add the correct element (i.e. the element’s Internal Title followed by xxx).
4. Run the report then check that the students have grade results for this element.
5. Remember to remove the temporary text added for ease of identification.

• Season dates do not overlap with the learning aim dates:

1. Select Tools | School Setup | Seasons to display the Season Browse dialog.
2. Make a note of the dates of the seasons then compare the dates with the learning aim dates. School Census and Course Manager will search for exam results only in the seasons that overlap the learning aim dates.
3. In the unlikely event that the dates for a relevant season do not overlap with the learning aim dates, the season dates in Examinations Organiser should be extended, e.g. if course membership ends in May, the last relevant season must include May.
4. Highlight the season you wish to edit then click the View/Edit button to display the Season Details browser where the date range can be extended, if required.
5. Edit the Start Date and/or Finish Date to extend the applicable date range.
6. IMPORTANT NOTE: Date ranges must not be reduced.
7. Click the Save Record Changes button on the Focus Bar.
8. NOTE: August is deemed to be at the beginning of the academic year. Any seasons ending on or after 1 August are deemed to be in the forthcoming academic year. Results in such seasons are not included in the Autumn Census. If the season end date is incorrect, it must be changed.

In Course Manager:

1. Select Tools | Academic Management | Course Manager | Maintain Course.
2. Search for then select the required course.
3. Navigate to the Examination panel then check that the award noted in Examinations Organiser is the one displayed here.
4. Check that the element (with xxx) is displayed in the Certification Elements table.

Some BTECs have entry and results awards and elements so please ensure that the award selected in Course Manger is the result award.

In Student Details:

1. Select Focus | Student | Student Details.
2. Search for then select the required student.
3. Navigate to the School History panel then check that the student did not leave before the beginning of the exam season that contains the result(s).
4. In the Links panel (located on the right-hand side of the Student Details page), click the Courses link to display the Student Courses page. Check that the student did not leave the course before the beginning of the exam season.
5. NOTE: Some BTEC seasons are July, so a student’s leaving date is particularly relevant for this. For example, if a student's date of leaving is on 31 May, the best solution is to edit the exam season start date back to 25 May.
6.  

First Language must be present for pupil/students aged five and over.

1. Select Focus | Pupil (or Student) | Pupil (or Student) Details to display the Find Pupil (or Student) browser.
2. Search for then select the required pupil/student to display the Pupil (or Student) Details page.
3. Make a note of the pupil/student’s Admission Date, located in the Registration panel.
4. In the Ethnic/Cultural panel, select the required First Language from the drop-down list.
5. If several 1840 validation errors are displayed, correct the data using the Bulk Update functionality via Routines | Pupil (or Student) | Bulk Update.

For more information, please refer to the applicable Preparing for the School Census guide available from the Handbooks page.

NOTE: If you make this change after the census date, you will need to click the History button (located at the bottom right-hand side of the Ethnic/Cultural panel) to apply the change on the census date.

In most cases, this error is triggered by a leaver with missing ethnicity and/or first language.

1. Select Focus | Pupil (or Student) | Pupil (or Student) Details to display the Find Pupil (or Student) browser.
2. Search for then select the required pupil/student to display the Pupil (or Student) Details page.
3. Make a note of the pupil/student’s Admission Date, located in the Registration panel.
4. In the School History panel, make a note of then delete the Date of Leaving and the Reason For Leaving.
5. Click the Save button.
6. In the Ethnic/Cultural panel, click the History button then double-click Ethnicity (or First Language) to display the Ethnicity (or First Language) dialog.
7. Double-click the timeline adjacent to the required Ethnicity (or First Language) to display the Add/Edit Date Range dialog.
8. Set the Start Date to the pupil/student’s Admission Date (noted previously). The End Date must be left blank.
9. Click the OK button to return to the Ethnicity (or First Language) dialog.
10. Click the OK button to return to the History Details dialog.
11. Click the OK button to return to the Pupil (or Student) Details page.
12. Click the Save button.
13. Re-open the applicable pupil/student record.
14. In the School History panel, re-enter the Date of Leaving and Reason for Leaving.
15. Click the Save button.