Preparing for the School Workforce Census – Autumn 2012
Contents
01. Contents 2
02. Preparing for the School Workforce Census - Check List 3
03. Introduction 3
04. How has the School Workforce Census Changed Since Last Year? 4
Base Pay 4
Workforce Members Allowance Details Report 4
Additional School Information 4
Previous Authorised Census Returns 5
05. Overview of the School Workforce Census Process 5
Permissions Required 6
06. Section 1: SWC Initial Preparation 6
Privacy Notice 7
Importing Latest Predefined Report Definitions and Role Identifier Report 7
Running and Reviewing the Role Identifier Check Report 8
Reviewing Service Term Definitions 9
Running and Reviewing the ST Definition Report 10
Running and Reviewing the ST Pay Scale Definitions Report 11
Running and Reviewing the ST Allowances Report 12
Running and Reviewing the ST Post Definitions Report 13
Mapping Subjects to National Codes 14
07. Section 2: Preparing Staff Level Information 15
Personnel Records 15
Dealing with Unwanted Teacher/Support Staff Records 21
08. Section 3: Carrying Out a Dry Run 21
Instructions 21
Producing a Detail Report 23
Producing the School Workforce Census 2012 Return 24
Contact Information 24
Preparing for the School Workforce Census - Check List
Use this check list to tick off each of the preparation tasks when they have been completed.
DescriptionCheck with the System Administrator/Manager that you have the appropriate
Permissions to run the School Workforce Census and record associated
data. See Page 6
Import the latest Reports, Predefined and Role Identifier, see page 7
Run and Review the Role Identifier Check Report, see page 8
Run and Review Service Term Definition Report, see page 10
Run and Review Service Term Pay Definition Report, see page 11
Run and Review the ST Post Allownces Report, see page 12
Run and Review the ST Post Defnitions Report, see page 13
Ensure Subjects are mapped to National Codes, see page 14
Review all staff details and ensure these are correct, see page 15
Carry out a dry run, see page 21
This document covers both Primary and Secondary SWC routines in SIMS.
Where routines relate specifically to Secondary schools, these are clearly indicated.
Introduction
The School Workforce Census 2012 Return is required to be run by English schools in the maintained sector, which include Community, Foundation, Voluntary Aided and Voluntary Controlled schools, as well as Academies and Free Schools.
This preparation guide has been produced to help with the identification of tasks that need to be carried out before running the School Workforce Census 2012 Return and includes instructions for the most common tasks. This guide covers the preparations required for the School Workforce Census 2012 Return only.
How has the School Workforce Census Changed Since Last Year?
The school workforce census 2012 return includes the following:
Base Pay
The description Total Pay has been renamed Base Pay. This is to reflect the change in the definition of this data item.
Base Pay is the pre-tax annual salary of a member of staff as at 6 November 2012. Information about Base Pay is not collected for staff paid by a daily rate.
Workforce Members Allowance Details Report
This new report has been added to the School Workforce Census to help with the calculation of allowances. The report shows a breakdown of the Additional Payment Amount.
Report Criteria: Contracted Teachers, Agency Teachers, Contracted Teaching Assistants, Other Contracted Support Staff (excludes Teaching Assistants/Other Support Staff who only have service agreements).
SNAPSHOT DATA - staff in regular service on census day 06/11/2012 with payment details and allowances.
Additional School Information
Focus | School | School Details
Routines | Statutory Returns | School Workforce Census
The following new fields are displayed on the School Details page (Focus | School | School Details) and in the School Information panel (Routines | Statutory Returns | School Workforce Census):
- Previous School Name
- Date Name Changed
- Previous Estab Number
- Date Number Changed
These fields are displayed for all schools but should be completed only by schools where the information is applicable, e.g. where your school has converted to an Academy.
NOTE: Academies that have not changed their name must enter the current school name in the Previous School Name field then enter the date that the Academy opened in the Date Name Changed field.
The data entered in these fields is used by the School Workforce Census to determine an Academy's start date and to ensure that data relating to the previous school is not collected (if the Academy opened since the previous School Workforce Census return):
- Contracts, Allowances and Absences that ended before the Academy start date are not collected.
- Contracts that started before the Academy start date and continued afterwards are collected in the return.
- Where an Allowance started before the Academy start date and continued afterwards, only the data after the start date is collected.
- An Absence that started before the Academy start date and continued afterwards triggers a warning message informing you that the Absence is not included in the return.
Previous Authorised Census Returns
Tools | Statutory Returns Tools | Authorised Census Returns
A new routine enables the Returns Manager to report on previous authorised returns so that the data for the current return can be compared with that submitted previously.
Previous returns are now stored in the Document Management Server (DMS) and can be accessed via the Tools menu.
Overview of the School Workforce Census Process
The following list provides a brief outline of the steps involved in producing the School Workforce Census 2012 Return. If data has been regularly and accurately maintained, many of the activities in this document are unnecessary. However, it is advisable to check that the data is uptodate.
1. Upgrade to the SIMS 2012 Summer Release (7.146) or later (for centrally hosted schools this will already have been done).
2. Carry out one or more dry runs to identify any errors that may exist in your data.
3. Ensure that the relevant workforce and school data exists in SIMS and that it is complete and correct.
4. Create and validate the return.
5. Resolve any validation errors/queries then validate the return again.
Repeat the resolving of errors/queries and creating and validating the return routine until you are satisfied that the content of the return is correct.
The detail reports and Summary report can be generated to assess the accuracy and completeness of the return.
6. Provide the Head Teacher with the latest copy of the reports to enable them to check the details and to authorise the return.
7. Submit the return to the DfE via the COLLECT website.
Permissions Required
You will need to be a member of the Personnel Officer, Returns Manager and Returns Operator user groups in System Manager to produce the School Workforce Census return.
Users with these permissions can run and edit the School Workforce Census Return. In addition, they can correct failed data for staff.
For Secondary schools using an integrated timetable software such as Nova, the mapping of subjects is also required for the Curriculum return, you will need to be a member of System Manager group to perform this task; in your school this is likely to be the person responsible for the Curriculum administration.
Please see your System Administrator/Manager if you are not sure whether you have the required permissions
For further information please refer to the DfE guidance booklet available on the intranet via Schools | School Services by A – Z | S |School Workforce Census – ‘SWF Guidance Notes’.
Section 1: SWC Initial Preparation
This section contains:
· Issuing a Privacy Notice
· Importing Latest Predefined Reports and Role Identifier Check Report
· Running and Reviewing the Role Identifier Check Report
· Running and Reviewing the Pay Scale Definitions Report
· Running and Reviewing the Service Term Post Definitions Report
· Mapping Subjects to National Codes
The routines in this section apply to both Primary and Secondary schools.
Privacy Notice
Issue Privacy notice to any newly appointed teaching and admin/support staff employed by the school as well as any agency staff employed for at least a month. A Privacy Notice is available to download from the School Workforce page of the Intranet (and should now be included with any contractual documentation sent to newly appointed staff). Staff on Service agreements as a result of Service Level Agreements (SLAs) with the Local Authority (LA) will be sent Privacy Notice’s centrally.
Importing Latest Predefined Report Definitions and Role Identifier Report
· Select Reports | Import from the Menu.
· Select Open, to the right of Archive File.
· If importing the pre-defined reports supplied by Capita browse to the SIMS .net folder and select the latest numbered reports (see below).
· Select the RptDef file and select Open.
· A list of the reports will now be displayed in the Import browse window.
Click the Import button.
Repeat to Import the Role Identifier Report – Role Identifier Check Report – July 2011.RptDef (Please note: if imported last year, you do not have to reimport as it has not been updated.)
Running and Reviewing the Role Identifier Check Report
The Workforce Information Team identified that a number of contracts were omitted in error from the 2011 SWC. Please ensure that the Role selected within an employee’s contract is correct. The category ‘Do not include in Statutory Returns ‘should be used with care, please contact the Workforce Information Team for advice if necessary
Note: The ‘Do not include in Statutory Returns’ role should be selected if you wish to exclude specific contract information, however the Eligible for SWR tick box in the Basic Details panel on an employees record should be de selected if you wish to exclude the complete record from the census.
1. Select Reports | Run Report to display the Report browser.
2. In the report navigation tree, select Focus | Staff | Role Identifier Check Report – July 2011
3. Double-click the report name to collate the report.
4. Contract End Date is after: Value is 31 August 2011
5. Teaching Staff: tick, accept all by pass filter conditions (this will pull
through details of teaching and non teaching staff).
Role Identifier Check Report (example report)
Surname / Forename / Post Reference / ContractEndDate / Role /Adams / Paul / Teacher / Classroom Teacher
Avery / Helen / Bursar / Bursar
Midday Supervisor / Midday Supervisor
Boswell / Jennifer / Teacher / Classroom Teacher
Brooks / Carl / Site Officer / Caretaker
Brown / Pauline / Secretary / School Secretary
Secretary / School Secretary
Chard / Vicky / Deputy Head / Deputy Head
Teacher / Classroom Teacher
Finch / Tracey / Cleaner / Cleaner
Fortune / Shirley / Teacher / Classroom Teacher
Grosvenor / Gillian / Headteacher / Head Teacher
Holyoake / Gerald / Teacher / Classroom Teacher
Joyner / Oliver / Deputy Head / Deputy Head
Kent / Amelia / Teacher / Classroom Teacher
Lorrin / Rebecca / Admin Clerk / Administrator / Clerk
Myles / Kevin / Teacher / Classroom Teacher
Orton / Tanya / Teacher / Classroom Teacher
Wilton / Richard / After School Club / Do not include in Statutory Returns
To amend the Role open the employee’s record and click on the Employment Details hyperlink. Highlight the contract and click on Open, scroll to the Role panel, highlight the role and click on Open, to allocate an appropriate Role. Click on OK, Save the contract then Save the record.
Reviewing Service Term Definitions
A Service Term helps to define a staff contract. It contains generic information including the number of hours worked per week, weeks worked per year, etc. Service Terms have scales defined within them, which determine an employees annual salary.
For more information on adding and editing Service Term information, please refer to the Defining Superannuation, Service Terms and Training Event Details chapter in the Managing Staff in SIMS handbook, accessed from the Documentation Centre which is launched by clicking the Documentation button on the Home Page in SIMS. Once open, click the Handbooks button, select the requiredcategory, then click the required handbook from the Handbooks page.
For the purpose of the SWC it is essential that
· Service Term Definitions are correct
· Pay scales are mapped to National Scales
· Pay spines are mapped to National Pay Spines
· Allowance payments are mapped to National Categories
· Post Definitions are mapped National Post Descriptions
There are 4 reports that will help you check whether your mapping is complete.
Reports can be found through Reports | Run Report.
Running and Reviewing the ST Definition Report
1. Select Reports | Run Report to display the Report browser.
2. In the report navigation tree, select Focus | Service Term | ST Definiton
3. Double-click the report name to collate the report.
ST Definition Report (example only)
NJ: Ancillary Staff
Spinal Progression: T Salaried: T
Increment Mth: 4 Teacher: F
Hrs / Wk: 37.0000 Term Time Only: T
Wks / Yr: 52.14300 Hidden: F
LD: Leadership
Spinal Progression: F Salaried: T
Increment Mth: 0 Teacher: T
Hrs / Wk: 32.5000 Term Time Only: F
Wks / Yr: 52.14300 Hidden: F
TE: Teachers
Spinal Progression: T Salaried: T
Increment Mth: 9 Teacher: T
Hrs / Wk: 32.5000 Term Time Only: F
Wks / Yr: 52.14300 Hidden: F
TU: Teachers Upper
Spinal Progression: F Salaried: T
Increment Mth: 0 Teacher: T
Hrs / Wk: 32.5000 Term Time Only: F
Wks / Yr: 52.14300 Hidden: F
UQ: Unqualified Teachers
Spinal Progression: T Salaried: T
Increment Mth: 9 Teacher: F
Hrs / Wk: 32.5000 Term Time Only: F
Wks / Yr: 52.14300 Hidden: F
Running and Reviewing the ST Pay Scale Definitions Report
1. Select Reports | Run Report to display the Report browser.
2. In the report navigation tree, select Focus | Service Term | ST Pay Scale Definitions
3. Double-click the report name to collate the report.
Pay Scale Definitions (example report)
NJ: Ancillary Staff
Scale / Points / Region / National ScaleG5 / Grade 5 / 14.0 - 17.0 / Rest of England / Other
G6 / Grade 6 / 18.0 - 21.0 / Rest of England / National Joint Council (Local Government Services)
LD: Leadership