Date:Thursday 12th February
Time:9:30am-11:30am
Venue:Room LB31, Loxley House, Station Street, NottinghamNG2 3NG
Attendees from Schools: Tracey Moore, Gillian Dove, Julie Dimaline, Tracie Perrin, Linda Fitch, Jacqui Craft, Barbara Gethings, Theresa Walters, Kathryn Astill, Heather Ryan, Kathy Turgoose
Presenters: Kirsty Spencer, Matt Draycott, Maggie Shirran, Gillian Heath, Ken France, Carol Prince, Karen Worthington, Mandy Bryce, Emma Gibson, David Thompson, Michelle Gabbitas, Frances Rowland, Mick Evans, Hannah Cygan – SAS representative
Item No / Item / Presented By1 / Welcome and Introductions
Mick Evans – Pupils & Schools Service Manager welcomed all to the meeting
Contact details:email: phone: 8765022 / Mick Evans
2 / Facilities Management
No new problems to be reported. Ken mentioned that catering prices will be available after half term.
Contact details: email: phone: 8765886 / Ken France
3 / HR Advisory
Kirsty explained the previously distributed newsletter contains information about future updates and requested any feedback on it.
Information regarding Childcare Disqualification Guidelines is currently being looked at nationally. It comes directly from the employer. There will be FAQs about this sent out after half term.
Kirsty outlined Shared Parental Leave updates on new regulations for Shared Parental Leave coming into effect. Schools need to be aware of this new legislation. HR Advisory are creating a policy for schools that buy their service. If you do not buy HR Advisory please ensure your HR provider gets you up to speed.
There will be forms and information sheets available to help clarifying these issues.
*** Link – shared parental leave ***
Matters arising:Frances asked whether the newsletters can be posted up on the extranet. Kirsty offered last term’s newsletter to be posted as an example.
Contact details: phone: 8765697 / Kirsty Spencer
4 / SIMS Update
Maggie highlighted that there are three courses for SATs available on the 28th and 29th April and 6th May. Available courses can be shown by checking the Events page on the website:
The courses are free, but a cancellation charge will be implemented, e.g. cancellations with less than 48 hours’ notice will incur a charge equal to the full cost of the course.
There will be an SIMS upgrade implemented around Easter time. Consultancy and training for this is part of the offered Core service.
A SIMS Teacher app is in development for off premises access on smartphones and tablets. Also, after school management software is also in development. Updates on both will be made in future meetings.
School Comms are taking new applications for their club area for afterschool activities/Breakfast clubs. A licence is needed for this.
Matters arising: A query regarding whether the cancellation fee would apply for instances such as impromptu Ofsted inspection the following day. Maggie’s response, “We would use discretion regarding any cancellation charges and if there was a cancellation due to an OFSTED inspection there would be no charge. Other genuine unavoidable circumstances would also be taken into account. The purpose of the charge is to make sure that school staff booking on courses can prioritise their training as much as possible and not miss out on a course because as it is free it is not seen as important.”
Contact details:email: phone: 8750900 / Maggie Shirran
5 / Technical update
See last meeting’s minutes
Matthew outlined updates to the service:
-Services will have a new pricing structure aimed to simplify costs and be more transparent. This includes offering fewer add-ons.
-Support costs have been reduced
-Pricing for schools and academies are now the same
-Capita SIMS Licence has been separated
He also gave reminders as what the Core service and Curriculum Service offers to schools.
Support requests are also available online for non-urgent problems. For emergencies, please phone IT Support.
Matters arising: There was a question regarding pricing in a 3 year discounted plan. Matt explained that the prices will go down by at least 15% compared to the previous year.
Contact details: phone: 8750900 / Matthew Draycott
6 / Information and Data updates
Gillian explained how to access Pupil Premium Reports (PPR) online:
-On Internet Explorer click the “Tools” tab
-Click on Compatibility View Settings on the drop down list
-Click the “Add” button
-Click close
This screen will flicker and the PPR will appear. It is hidden on some web browsers, so if there are further issues, call IT for support.
Gillian also explained that Charges will be introduced for the submission of data checking assessments. Each assessment (e.g. foundation, KS1, KS2 teacher assessments) will be treated separately. Charges applicable are:
-Submission on time: £1 per assessment
-Late Submission: £55 per assessment
-Late Moderation Form: £55 per assessment
Assessment and Attainment webpage:
See Pupil Premium Grant (PPG) attachment here:
Assessment and reporting arrangements will be sent out again.
Contact details: phone: 8764838 / Gillian Heath
7 / Budget Planning and Training
Mandy outlined Closedown Process deadlines, the new Budget Planner for 2015-16 (available and free to download for all maintained schools) and Finance Training dates.
Mandy handed out leaflets with new, cheaper pricing lists .
There is a potential coffee morning available in June so please email Mandy for any suggestions and topics.
Contact details: phone: 8764214 / Mandy Bryce
9 / Payroll
Emma recapped on absence returns, deadlines schedules, general reminders and future improvements for HR Admin.
See Powerpoint
Matters arising: There have been emails sent with sensitive information insecurely. Emma has said she will look into this.
There was a query regarding headteacher authorisation of forms for auditors. Emma explained that the eforms can be printed off for signing and filing. Online submitted eforms do not have to be signed by the headteacher.
Contact details:
EMSS phone number: 03003030222
Emma Gibson email:
Emma Sutton email: / Emma Gibson
10 / Health and Safety
Updates on emergency documents on the intranet have been made. Worksheets have been separated and the Business Continuity Plan (Disaster Recovery) is available. Risk Assessments on primary classrooms and barbecues have been updated.
School emergency inhalers and automated external defibrillators are now available to keep in schools.
The Asbestos survey programme will continue property safety and compliance surveys every 5 years (apart from new schools). Schools will get a phone call about any upcoming surveys.
Future updates will see a model policy put in place supporting pupils with medical needs. Also, guidance for midday meal supervisors will be put together.
There is a morning H&S training session for Headteachers or Business Managers on June 23rd 2015 at Loxley House.
Matters arising:
A query regarding the accuracy of surveys was made as their school was found to have asbestos despite having a survey stating otherwise. Matt explained that unless theschool was built after 1999, the school cannot be guaranteed to be asbestos free When schools want to perform a refurbishment and the criteria isn’t covered by their current survey, another sample has to be taken. Updated surveys cost around £900.
Contact details:email: phone: 8764608 / David Thompson
11 / ESN Update and rolling contracts
The website is due to be updated and will reflect a new directory and the “Add to Basket” option will be replaced with a new order form.
A new contract is being implemented around the beginning of March and comprises three elements: T&Cs, order form/confirmation form and services specifications. Updates include the Terms and Conditions becoming simplified and more straightforward. The contract has a twelve month obligation, after which will keep rolling unless schools give us three month notice unless specified otherwise in Appendix of T&Cs.
Service specifications are available on
Matters arising: Headteacher’s authorisation needed for audit purposes.
Seeing admissions – December
Need to know prices before June though – may be allowance available for high price increases. Working on prices at the moment. Notice period will be 3 months. E.g. Contract starts in September so need it for June. April/May might be easiest for budget purposes.
Frances Rowland’s response: I will send out an article in Scene in April stating that you have three months to consider before you need to give us three months’ notice in June.
When do bills come? Used to be termly. Now two invoices a year. Can opt for monthly payments. Mick stated consulting Anna Macdonald and sending an email round would clarify position.
Anna Macdonald’s response: In response to a number of queries regarding the billing processes for ESN; we have settled on a twice yearly invoicing system for academies. Although no one size can fit all in this situation, we have come to this decision based on a fair and consistent approach across our customers, the business and financial needs of our services providers, and most efficient administrative practices. ESN will therefore produce one invoice to academies in December, consisting of the full annual charge for any services that require upfront payment plus the 7/12ths pro-rated cost of all other services covering the September to March period. A second and final invoice will be produced the following June, half way through the Summer Term, consisting of the final 5/12ths cost of all the remaining services. Occasional charges may come through at other times, should additional services be bought into. When placing your 2015-16 orders, this system will be fully outlined in order to facilitate your budget monitoring and payment of the ESN invoices.
Contact details:
Anna Macdonald email: phone: 8764595
Michelle Gabbitas email: phone: 8764598
Frances Rowland email: phone: 8764601 / Michelle Gabbitas and Frances Rowland
12 / Close – Mick requested feedback about topics, format of future meetings. / Mick Evans
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