Primary, Special & Nursery Schools

PREPARING FOR PLASC 2014

PRIMARY, SPECIAL & NURSERY SCHOOLS

Census date: 14 January 2014 Software version: Autumn 2013

The following pre-PLASC checks can be carried out before the upgrade. Once the upgrade has been completed it is possible to carry out a “dry run” of the return ahead of the census day. This will help identify areas of pupil data in SIMS.net that need updating.

Changes for 2014:

It is now mandatory to include exclusions data in the PLASC return. Exclusions between 01/09/12 and 31/07/2013 will be collected in the 2014 return (please see point 7 below).

Pre PLASC checks:

1.  Update SEN data

Run the following reports to check that the pupils listed have the correct SEN status, need types and levels of provision recorded:

·  Wales Plasc – SEN detail

·  SEN Register (All Status)

·  VOG PLASC SEN Additional Provisions

·  VOG PLASC SEN need type SPLD*

If you do not have the Wales Plasc reports on your SIMS system please email and the reports will be emailed to you with instructions on how to import them into SIMS.net.

2.  Check address and UPN data is up to date for all pupils

Please ensure that every pupil has a valid address and postcode dated on or before the census date.

Each pupil MUST have a valid UPN, obtainable from their last school. Where it is IMPOSSIBLE to obtain such a UPN before census date a temporary UPN can be assigned until the permanent UPN is obtained. Where a pupil has not previously been taught in the maintained sector in England or Wales a permanent UPN may be generated.

The following reports can be run to highlight any missing postcodes or UPNs, as appropriate – these reports are available by going to Reports > Run and selecting the Student Focus folder:

·  Wales Plasc – Blank Postcodes

·  Missing UPN list

·  Temporary UPN Report

Creating a dry run of the return will also highlight any incorrect or missing data.

3.  Check ethnic, first language and Welsh data is up to date for all pupils

Data in the following fields must be assigned and updated where appropriate for all pupils, the start date of which must be on or before the census date (this can be checked using the History button on the Ethnic and Cultural panel within the Pupil Details page):

·  Ethnicity (optional for pupils under 5)

·  Ethnic data source (optional for pupils under 5)

·  First Language (optional for pupils under 5)

·  First Language data source* (optional for pupils under 5)

·  National Identity (optional for pupils under 5)

·  Speaks Welsh

·  Speaks Welsh at Home

·  Taught Welsh at School

·  Welsh data source

·  Taught Lessons other than Welsh through the medium of Welsh

Values can be assigned using the Bulk Update routine available through Routines > Student > Bulk Update.

The following reports can be run to highlight any missing Welsh or ethnic data – these reports are available by going to Reports > Run and selecting the Student Focus folder:

·  Welsh Speaking

·  Wales Plasc – Ethnicity Source

·  Wales Plasc – National Identity blank

·  VOG Wales PLASC First Lang Missing

·  VOG PLASC Invalid Ethnic Codes

Creating a dry run of the return will also highlight any incorrect or missing data.

4.  Check Part time pupils

Ensure that all part time pupils have the appropriate start and end dates entered on the Registration panel. Ensure that for reception pupils, the part time end date is before the current academic year.

5.  EAL (English as an Additional Language)

Data on fluency in English for pupils identified as being from an ethnic minority background will be collected again in PLASC 2012.

Schools are currently processing the annual Needs Assessment Survey (NAS) for English as an additional language (EAL) needs. The purpose of the survey is to monitor all identified minority ethnic pupils for their fluency in English. The results of the survey will be used by the Welsh Government to allocate the Minority Ethnic Achievement Grant to all the LAs in Wales, and also by the Ethnic Minority Achievement Service to allocate staff within the Vale. Therefore your EAL data in SIMS.net should be up to date. Following the survey if a pupil arrives at your school on or before the census day who was not included in the original survey you will need to add their EAL (English as an Additional Language) category to their pupil record before processing the return.

6.  Free School Meal Eligibility

Ensure that all pupils who are entitled to free school meals have been

recorded in SIMS.net.

7.  Check Exclusion Data

Both permanent and fixed term exclusions for 01/09/2012 until 31/07/2013 are to be included in the return and data entered into SIMS should include exclusion reason, category, start date and, for fixed term exclusions only, the length in school days (which translates into half day sessions).

To check exclusions data in SIMS run the following report for the period 01/09/2012 to 31/07/2013:

·  EXC – Exclusions between dates

This report is available via the Primary Support website attached to the instructions and via the SIMS pages.

To enter an exclusion for a pupil go to:

·  Focus > Pupil > Exclusions

8.  Check PLASC defaults

Go to: Tools > Statutory Return Tools > Folder Names and Security Message and check that a default folder has been set up in which the authorised return will be saved in.

9.  Ensure on roll pupils have been updated

Before 14th January 2014 ensure that all leavers/new admissions have been processed in SIMS.net so that the return provides the Welsh Government with accurate pupil numbers for funding purposes.

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