Post 16 Learning Aims in the School Census

1. Post 16 Learning Aims in the School Census

2. Objectives • DfE Specification • School Census Autumn 2013 • Revision of Key Post 16 Data Issues • Links with Exams Organiser • Dealing with QANs • Checking Post 16 Data • Autumn 2014 Heads Up • Training Opportunities

3. DfE Specification

4. DfE Specification (1) EFA will use Census data for: • Their business performance report • Modelling the impact of new policies • Assessing the costs of future provision

5. DfE Specification (1 - contd) EFA will use Census data for (contd): • Ensuring the integrity of data used to calculate success rates • Providing information on the mix of provision being offered • Determining funding levels

6. DfE Specification (2) Learning aims taken in the current academic year will be collected for any learners who: • Have been on roll in the school at any point between 1st August 2013 and Census Day • Were in Actual National Curriculum Year Group 12 or above • For whom the school wishes to claim funding from the EFA • Single or Main-Dual Registration

7. DfE Specification (3) Learning aims that were taken in the previous academic year will be collected for any learners who: • Have been on roll in the school at any point between 1st August 2012 and Census Day • Were in Actual National Curriculum Year Group 12 or above For whom the school wishes to claim funding from the EFA • Single or Main-Dual Registration This may include pupils who have left school prior to the Autumn Census day.

8. DfE Specification (4) Learning Aim Start Date • The date on which the learner began the learning activity necessary to achieve the learning aim at the school reporting the learning aim. Learning Aim Planned End Date • The date by which the school and learner plan to complete the activities related to this learning aim, as agreed when the learning commenced. The planned end date should reflect the length of the course being undertaken and should remain unchanged throughout the duration of the learning aim unless it has been entered in error. Where the learning aim finishes before or after the planned end date this would be reflected in the actual end date - the planned end date should NOT be changed. The planned end date should be on or before 31 July in the academic year in which the learning aim is planned to end.

9. DfE Specification (5) Learning Aim Actual End Date • The date that the learner completed the learning activities necessary to achieve the learning aim or the date they withdrew or transferred from the learning activities. This should include time for examinations and assessments. Unless a learner has completed, withdrawn from or transferred to another learning aim prior to the Census Day then the Learning Aim Actual End Date should be left blank.

10. DfE Specification (5) Learning Aim Actual End Date: Are there situations where Actual End Date can legitimately be after Planned End Date: • The date that the learner completed the learning activities necessary to achieve the learning aim or the date they withdrew or transferred from the learning activities. This should include time for examinations and assessments. Unless a learner has completed, withdrawn from or transferred to another learning aim prior to the Census Day then the Learning Aim Actual End Date should be left blank.

11. The DfE has specified a minimum period for inclusion of Learning Aim records. DfE Specification (6) 11

12. DfE Specification (7) Learning Aim Status • This should reflect the status of the learning aim at the time of the Autumn Census and should have a default value of continuing (blank in status) Learning Aim Outcome and Result • These have been removed (but Result will remain in the Course Manager panel)

13. DfE Specification (8) Can you provide some scenarios that help explain further the NC Year students should be in?

14. DfE Specification (8 contd)

15. DfE Specification (8 contd)

16. DfE Specification (8 contd) DfE Guide for the Post-16 Learning Aims Module – April 2013: “Note that any learner who is doing the majority of their learning at Level 3 or above would be expected to be in Actual National Curriculum Year Group 12 or above. Some students may, however, progress into Actual National Curriculum Year 12 (or above) even though they are studying Level 2 Qualifications (eg. NVQ Level 2). Learning aims should be returned for both these groups of students, regardless of their age. However, if a student is in Actual National Curriculum Year Group 11 or below studying towards some Level 3 (or above) qualifications with the majority of their learning at Level 2 (or below) learning aims should not be returned in the School Census. Contd/over

17. DfE Specification (8 contd) (DfE Guide contd) Funding will usually be agreed for learners who have completed their statutory education and hold qualifications at least equivalent to a full level 2. This means that EFA will agree to fund those aged under 16 in schools with sixth forms who are studying most of their courses at Level 3 – EFA’s Funding Guidance. Schools may need to exercise some judgement as to what is meant by the majority of a student’s programme at level 3 or above.”

18. DfE Specification (9) • Exam Results and Outcomes are not being collected – Exam Results will still be included in Course Manager and Exam Award needs to be maintained to collect AO QAN • Discount Codes are being collected for Autumn 2013 – these have been available in Course Manager but not submitted for 2012, now re-introduced • Resit Status is not being collected

19. School Census Autumn 2013

20. School Census Autumn 2013 • Need SIMS Summer 2013 Release • Ensure have latest fileset (check EIS website Census pages) • Census Date 3 October 2013

21. School Census Autumn 2013 • Carry out a dry run before Census date – may do multiple attempts • Ensure Update Course Memberships is run in both Academic Years

22. School Census Learning Aims Panel • Learning Aims data collected from Course Manager • 2012/13 courses (completed or otherwise) • 2013/14 courses (continuing or otherwise) • Summer 2013 - Manual entries protected (Capita: “as far as is feasible”) • Summer 2013 - Able to Lock / Unlock without need for patch

23. School Census Learning Aims Panel • Expected Manual Edits • Census reports Planned End Date from Autumn 2012, therefore if two year course end dates were incorrect last year will need to edit • Student Actual End Date may be later than planned End Date if not taking exam until after – Census will accept • Exams Organiser does not hold result (either in Basedata or Non-EDI Results) so need to type in Exam AO QAN

24. School Census Detailed Reports Recommended to run following reports and save copy on server: • On Roll Learning Aims • Leavers Learning Aims • Summer 2013 - Learning Aims by Status

25. Revision of Key Post-16 Data Issues

26. Starting Next Year’s Curriculum Early • 2013/14 Timetable - Early Start (June/July) • DfE – “Schools are unlikely to receive any extra funding if they start activity for year 13 students before the start of the academic year”. • Schools should consider level of learning for these courses and whether is “taster”. If so, should have General level on course and no QAN associated. 26

27. Sending the New Year’s Timetable (1) • Before sending the new timetable for the first time: • Most courses should have the box ticked for ‘Auto Update Class Links’ and “Auto Update Memberships” • Memberships of all 2-year courses should be Protected • ALL CLASSES must have the CORRECT LEVEL IN T6 – don’t assume last year’s were right!

28. Sending the New Timetable (2) • Date range used for the send will create the new ‘working academic year’ – the dates the students start and finish (so don’t include staff training days in September or July) – DON’T USE AUGUST FOR THE END DATE, USE JULY • New subjects will make new courses

29. Academic Management (1) • Ensure in correct Academic Year!!(Tools | Academic Management | Set Academic Year) • Ensure Effective Date Range is correct (including whether “From Today” tick is relevant) • Run Update Course Memberships regularly

30. Academic Management (2) Date Range can always be changed once scheme opened

31. Leavers • Use Routines | Students | Leavers • Only take students off roll (before the Date of Leaving) if they are definitelynot returning in September • Enter leaving details BEFOREthe Date of Leaving so that the Learning Aim Status will be Completed rather than Withdrawn • Run Bulk Update Report to ensure Completion Tolerance taken into account

32. Re-admissions • If students made to leave in July and then return in first week of September – in student record removing leaving date and reason for leaving • If student rejoins later in year – re-admit through usual processes

33. Course Manager Settings • Global (defaults): • Ensure appropriate Minimum/Maximum Course Duration • Check Default Tolerances • By Level check: • Duration • Continuity Tolerance • Completion Tolerance

34. Course Manager Settings

35. Bulk Update Course End Dates (1) • Courses should NOT finish after July • Bulk Update Course End Dates (after 31 July) • Set Actual and Planned End to 31 July if Planned End Date in August • Sets Planned End Date to Actual End Date if End Date in July • Removes Withdrawn Status

36. Bulk Update Course End Dates (2) • Bulk Update Use Completion Tolerance to Update Status • Set Planned End to Actual End Date for leavers • Removes Withdrawn Status

37. Bulk Update Course End Dates (3) Tools | Academic Management | Course Manager | Bulk Update Course End Dates

38. Two-year Courses • IB, many BTEC courses, Diplomas • Dates in Course Manager should be Sept 2012 to July 2014 for Y13 and Sept 2013 to July 2015 for Y12 • The memberships in Course Manager should be Protected (otherwise Update Course Memberships will change them to one-year)

39. Component courses – IB & Diploma • You must have a course for the overall qualification (if you use Diploma Management in Exams, the overall course also has a DAS Generic QAN) • Components – last Census no requirement to report outcomes of these however good practice would be to have courses (no QAN) so can manage for own purposes. • Some Diploma components, such as functional skills and projects, may not be linked to classes – add the course memberships manually and remove both Auto Update ticks

40. Separate A and AS Courses • In Maintain Course, there should be separate Active courses for A and AS level in the same subject • If not, likely to be due to incorrect Levels on classes in the timetable. If no Inactive course, add a new one, link the classes manually and remove them from incorrect Course. Remove tick for Auto Update Class Links on both. Update Course Memberships.

41. Exceptions • Student does attend class but not doing Learning Aim • Click Exception and set Status • Will show as Withdrawn member • If deleted from Exceptions will go back into Memberships panel – need to update Actual End Date and Status

42. Re-sits • Student does not attend classes so no funding, not collected in Census • Resit status not available in Course Manager from Summer 2013 Upgrade

43. Retakes – Separate Memberships • Student attends classes so teaching attracts funding • Make sure course has correct duration so that multiple year memberships not joined incorrectly

44. Be Warned!! • No course memberships or memberships with no QAN means no funding (because the data doesn’t get into the Census return) • Include courses that don’t take place at your school but which your students attend

45. Links with Exams Organiser

46. Links with Exams Organiser – Basedata / Award Links • Course Award Links continue to be managed through Course Manager where basedata exists. • Basedatamust be organised correctly - One to One Relationships: • One Award linked to One Course • One Certification Element per Award (split AS/A2) Information Notices 13-E47 and 13-E49

47. Links with Exams Organiser – Basedata / Award Links • Where exams basedata is held in SIMS Examinations Organiser, the Award Link needs to be checked for all courses. This will ensure that: • An appropriate Award Link is created for any new courses • Existing Award Links are checked and updated for existing courses, as an Award Link that was appropriate last year may not be for the current year • It should be noted that Award Links need to be in place that encompass all appropriate examination seasons within the 2012/13 academic year.

48. Links with Exams Organiser – Basedata / Award Links Check that the Award is still relevant – ie. same Board and Level is correct

49. Links with Exams Organiser – Basedata / Award Links Check that the Certification Elements are valid for the current exam seasons and are for appropriate level

50. Links with Exams Organiser – Basedata / Award Links • If either Award or Certification Elements no longer valid then need to put end date on Award and create new Award Link. • It is possible to have two Awards valid where different award used for different Seasons (Certification Elements)