Using the AVCO system for SEN

As you are aware we are using the AVCO system for transferring SEN details between the LA and schools.

AVCO is a completely secure form of file transfer where we as the LA upload the files to be transferred and the schools download them from a secure server.

For the SEN procedure we have split it into two “phases” as described below:

Phase 1:

  • LA to school – where we will upload the files for schools to download and check
  • School to LA – where the schools will check the sheets, make any changes they need to with their SEN manager and upload the modified sheets for the LA to download

Phase 2:

  • LA to school – where we will collect the changed sheets and sign them off. We will then run another download and upload the revised sheets for the schools to download.
  • School to LA – where the school will make any final changes and upload the last sheet. I do not see this folder being used much as hopefully all the changes will be made during the first phase.

For the LA to upload the files for the schools to download, we will put our first set of files into the Phase 1 LA to schools folder, using the following filename, to be copied exactly:

306LLLL_306xxxx_sena.xls

(where “xxxx” is the 4 digit DCSF number of the school)

For the schools to upload a file to the LA, the file should be saved in Phase 1 - School to LA and it must be done using the following filename format, again it must be done exactly as shown below:

306xxxx_306LLLL_sena.xls

(where “xxxx” is the 4 digit DCSF number of the school)

Once the files have been uploaded, the LA will inform schools via email that they are ready to be downloaded and given a deadline to have them returned. The LA can regularly check their end for any returns and tick them off on a tick list.

On your (schools’) C:\ you will need to make a folder called “Finance”.

After this, when you run the “Financial Returns” report in AVCO, it will make the Phase 1 and Phase 2 folder structures for you, under this main “finance” folder.

Quite simply, the first file the LA uploads will download into the schools “LA to schools” folder under Phase 1.

When changes have been made (with the council’s SEN department), or if the sheet is correct, then schools save the file under Phase 1, School to LA, run the financial returns report and this will allow us at the council to download the file.

Once the above is complete; that is the end of Phase 1.

Phase 2 begins when we have collated all of the information sent back by schools. This will then be uploaded for schools to check before we make the payments. This will be under Phase 2 – LA to school.

If the sheet was correct the first time then we will not send it back out to you, we will simply fund you based on that first sheet.

If however the sheet was incorrect, we will send you out a revised copy based on the changes you made with our SEN department. If the sheet is still incorrect then please call your case manager and have the changes. Then once this has been done, upload the final copy of your sheet under Phase 2 – School to LA.

For any questions regarding the technical use of AVCO, please contact your IT administrator e.g. Credit, Matrix, etc.

Regards,

David