Simon Grigor

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Simon Grigor

• Department for Education and Skills

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Malcolm Grills

• IMS Team

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COMMON TRANSFER

• Issues
• School to School (CTFS2S) the secure site
• Housekeeping
• Producing the CTF from school software
• Impact on schools and LEAs
• Random
• Bulk KS2/3

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COMMON TRANSFERIS NOT PLASC

• Not a fixed date
• Not a process, can only be done one way
• Not the same in every school and LEA
• A secure site which can be used
• A common file format between different software
  systems

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ISSUES

• CTF provides a means to meet statutory
  requirements of schools
• CTF secure site is one way to provide electronic
  transfer
• Data can be transferred electronically in
  different ways
• If cannot do it electronically now do it on
  paper but aim to be electronic next time

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SECURE DATA TRANSFER 2002

• Three separate elements
• Department for Education and Skills hosting of
  the site
• Development of the site
• Software for schools for CTF2
• Testing compatibility of files and systems

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COMMON TRANSFER PROCESS

• Guidance issued to schools in April batch
• LEA emails
• March guidance notes for schools, additional
  notes for LEAs, diagram of process, request for
  named CTF contact (60 replies so far)
• April list of email addresses to check (12
  returned so far)
• May notes on using the site, producing the CTF

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EMAIL ADDRESSES

• Those collected by PLASC will be used unless get
  amended file
• Return own version if easier need Department
  for Education and Skills number of school and
  email address
• Need an email address for the LEA for reports
  and any CTF communications

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ROLE OF LEAs 1

• Check email addresses collected by PLASC
• Communicate with schools detailed guidance
  adapted for local practice
• Receive automatic copies of files
• Monitor whether schools are downloading files
• Reports on transfers

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ROLE OF LEAs 2

• Search lost pupils database for CTF of a child
  who has joined one of your schools
• Download and send to the school
• Access will be monitored
• Contact for schools which have forgotten the user
  id or password www.dfes.gov.uk/datacollection

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ROLE OF LEAs 3

• Dummy school 5670000 where 567 is LEA number
• Can send and receive files but no automatic
  emails
• Can merge Year 6 from different schools to send
  to secondaries
• These LEA files cannot be rejected by the
  destination school

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LOST PUPILS DATABASE

• XXXXXXX automatically transferred
• File can only contain one pupil
• Up to 3 LEA staff with access cannot use same
  access as Key to Success
• ? same or another person have access to download
  files for LEA
• MMMMMMM will go into same searchable database

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TRANSFER PROCESSES

• Occasional/random movements
• CTF secure site for school to school with copies
  for LEAs
• Lookup table on teachernet to help find details
• Bulk transfer KS2 to KS3
• LEA Role as broker

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Sending school
Receiving School
1 upload file 6 delete file
2 Email
3 check data 4 download file 4a reject file
5 email file received 5a email file rejected
Secure Site
3 view files 4 download file
3 view files 4 download file
XXXXXX MMMMMMM
Sending LEA
Receiving LEA
Database for records without a destination
school XXXXXX or moved to an independent or
school outside England MMMMMMM
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LEA FILES

• Copy of files sent by a school
• Copy of files received by a school
• Copy of a XXXXXXX or MMMMMMM file sent by a
  school
• Download a file from the lost pupil database to
  send to the school
• Send merged data files

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SECURE DATA TRANSFER SYSTEM

• Function Screenshots

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SYSTEM FUNCTIONS

• Logging in
• Change Password
• Contacts
• Upload file
• School Download Accept file
• School Re-Download file

• School Download Reject file
• Remove rejected file
• LEA Download
• LEA Re-Download
• Logging out

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LOGGING IN
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LOGIN
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CHANGE PASSWORD (NON-SCHOOL USERS)
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CHANGE PASSWORD
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HOME PAGE
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CONTACTS PAGE
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CONTACTS PAGE
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UPLOAD A FILE
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UPLOAD FILE (SOURCE SCHOOL)
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UPLOAD BROWSE FOR FILE
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UPLOAD FILE SELECTED
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UPLOAD SUCCESSFUL TRANSFER MESSAGE
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UPLOAD FOLLOWING TRANSFER TO SERVER
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CONFIRMATION EMAIL SENT TO SOURCE SCHOOL
FOLLOWING DATABASE UPLOAD
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EMAIL SENT TO DESTINATION SCHOOL
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SCHOOL DOWNLOAD ACCEPT FILE
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DOWNLOAD FILES (DESTINATION SCHOOL)
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DOWNLOAD FILES ACCEPT BUTTON
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DOWNLOAD FILES ACCEPT CONFIRMED
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DOWNLOAD FILES SAVE AS
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DOWNLOAD FILES DOWNLOAD COMPLETE
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DOWNLOAD FILES CONFIRM DOWNLOAD SUCCESSFUL
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DOWNLOAD FILES FOLLOWING DOWNLOAD CONFIRMATION
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ACCEPTANCE EMAIL TO SOURCE SCHOOL
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SCHOOL RE-DOWNLOAD
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PREVIOUSLY DOWNLOADED FILES SCHOOL
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PREVIOUSLY DOWNLOADED FILES DOWNLOAD BUTTON
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PREVIOUSLY DOWNLOADED FILES CONFIRMED DOWNLOAD
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PREVIOUSLY DOWNLOADED FILES SAVE AS
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PREVIOUSLY DOWNLOADED FILES DOWNLOAD COMPLETE
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PREVIOUSLY DOWNLOADED FILES CONFIRM DOWNLOAD
SUCCESSFUL
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PREVIOUSLY DOWNLOADED FILES FOLLOWING DOWNLOAD
CONFIRMATION
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SCHOOL DOWNLOAD REJECT FILE
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DOWNLOAD FILES (DESTINATION SCHOOL)
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DOWNLOAD FILES REJECT BUTTON
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DOWNLOAD FILES FOLLOWING REJECTION CONFIRMATION
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REJECTION EMAIL TO SOURCE SCHOOL
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REMOVE REJECTED FILE
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VIEW/REMOVE FILES
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VIEW/REMOVE FILES REMOVE BUTTON
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VIEW/REMOVE FILES REMOVAL CONFIRMED
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LEA DOWNLOAD
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DOWNLOAD FILES (SOURCE/DESTINATION LEA)
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LEA DOWNLOAD DOWNLOAD BUTTON
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LEA DOWNLOAD CONFIRMED DOWNLOAD
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LEA DOWNLOAD SAVE AS
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LEA DOWNLOAD DOWNLOAD COMPLETE
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LEA DOWNLOAD CONFIRM DOWNLOAD SUCCESSFUL
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LEA DOWNLOAD FOLLOWING DOWNLOAD CONFIRMATION
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LEA RE-DOWNLOAD
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RE-DOWNLOAD FILES (SOURCE/DESTINATION LEA)
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LEA RE-DOWNLOAD DOWNLOAD BUTTON
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LEA DOWNLOAD CONFIRM DOWNLOAD SUCCESSFUL
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LOGGING OUT
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LOGGING OUT SCREEN
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USER LOGGED OUT
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SECURE DATA TRANSFER SYSTEM

• Questions

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CTF2 IN SIMS

• Schools need to use
• STAR
• Attendance
• Key Stage Manager (Levels)
• Assessment Manager (Marks/Scores and Levels)
• Marksheet Builder
• Data Manager
• Secure Data Transfer Method

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CTF2 IN SIMS

• Data Manager 5.70 (CP2.5)
• Imports old and new CTF format
• Exports and Prints new format only
• Exports NEW ethnic codes only
• Collects Attendance data from
• STAR - current and previous year
• Data Manager via manual entry at point of
  creation of CTF - current year only
• Attendance for DOS or Windows

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CTF2 IN SIMS

• Data Manager 5.70
• Manage Destination Schools
• Destination unknown XXX/XXXX
• Outside maintained sector MMM/MMMM
• LEA NNN/XXXX
• Link local aspects to CTF components
• STAR
• New Tab 7 Attendance Summary

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Ian Watson
Department for Education and Skills/Redcar and
Cleveland LEA
Terry Keane

• Department for Education and Skills/Manchester
  LEA

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PLASC 2002 AND 2003

• PLASC 2002 outcomes and lessons learned
• Changes for PLASC 2003
• Ethnicity issues for 2003

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PLASC 2002

• The Good, the Bad and the Indifferent

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PLASC 2002

• Regarded as a success by all parties
• More data collected, in less time, with less
  errors, than in previous years
• 99 returned compared with 92
• Only 6 schools with no return (April)
• Only 73 errors outstanding (60 relate to
  duplicate UPNs)

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PLASC 2002 - LESSONS

• PLASC works!
• LEAs must be included in the cleaning process
• There will always be duplicate UPNs which will
  need to be cleaned
• Duplicate UPNs can arise because of rules
  surrounding pupils who leave a school without
  notice

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PLASC 2002 - LESSONS

• Exclusions data collected from schools via PLASC
  will (always) be different to exclusions data
  collected via LEAs for the same period
• SEN and/or FSM data will also be subject to year
  on year comparisons, possibly via DAZ software in
  the LEA

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PLASC 2003

• Whats new?

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PLASC 2003

• Specification for 2003 close to finalisation
• DAZ software is being reviewed and LEA comments
  are included
• Suppliers committed to release of software before
  October half term
• Department for Education and Skills Data
  Collection Sub RIG is monitoring the process

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EXCEPTIONS

• Nursery schools and PRUs will NOT be required
  to do PLASC 2003
• They will continue to do a SLASC
• Department for Education and Skills will be
  reviewing this position for 2004
• Non maintained Special Schools will do PLASC for
  the first time
• Possible requests for help

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PLASC 2003 - TIMETABLE

• 23/4/02 Department for Education and Skills
  indicate CBDS data items in PLASC 2003
• 24/5/02 Final discussion on draft spec for PLASC
  2003
• 13/6/02 Final spec issued

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PLASC 2003 - TIMETABLE

• 13/9/02 Beta releases of School and LEA software
• 4/10/02 Full release of School and DAZ software
  to LEAs
• 12/10/02 LEAs receive distribution copies of
  School software and user guidance notes

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CHANGES IN SCHOOL DATA

• Lowest NC Year (N1, N2, R, 1 etc)
• Highest NC Year (1, 2, 3 etc)
• Intake (Code for Comprehensive, Selective etc)
• Governance (Code for Community, Foundation etc)
• Phase (Code for Nursery, Primary etc)

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CHANGES IN PUPIL DATA

• Preferred Surname (Known as?)
• Ethnicity and Source (New codes only, may be
  blank if under 5)
• SEN Stage (New codes only)
• Enrolment status (Additional codes C, M, S, G)
• Any pupil can be part time

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PUPIL DATA (cont)

• In Care Indicator (Y or N)
• Caring Authority Code (LEA Code)
• In Care Whilst at Current School (Y or N)
• First Language (Was Mother Tongue plus REF and
  NOT)

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PUPIL DATA (cont)

• Connexions Assent (Has pupil/parent given
  agreement to share info with Connexions Service
  Y, N, UNS or SNR)
• Can data be passed to Connexions?
• Yes if Y or SNR
• No if N or UNS

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YEAR 12 AND OVER?

• STOP PRESS
• Will now collect Post 16 courses of study as
  last year with one exception
• There will be one entry for number of A and AS
  Level courses
• Pupils aged 16 in year 11 are not included

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SUPPORT STAFF ISSUES

• Aggregate data on
• No. of FT staff
• No. of PT staff
• Aggregate data for each category of Support Staff
  including aggregate hours of PT Staff in each
  category

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ETHNICITY

• What needs to be done and when?

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ETHNICITY

• Only new codes will be accepted in PLASC 2003
  (except for excluded pupils)
• All schools need to collect data using the new
  classifications in the Autumn Term (except where
  Department for Education and Skills have agreed
  that old local codes can be mapped to the new
  classifications)

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ETHNICITY

• Detailed guidance on the data collection exercise
  has now been issued
• Details are available at www.standards.dfes.gov.u
  k/ethnicminorities
• Supplier software will include all new codes etc
  in June releases

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ISSUES TO NOTE

• Any proposals to use the extended categories
  should have been agreed already by Department
  for Education and Skills
• Where an extended code is used
• The parent sub category cannot be used and
• The extended catch all code must also be used

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COLLECTING DATA

• For new entrants to primary education, and for
  older pupils transferring from an independent
  school or a school outside England, ethnicity
  data should be requested at admission to the
  school
• Local policy etc will decide whether to collect
  for nursery age pupils in Primary schools

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TRANSFERS

• For older pupils transferring from a maintained
  school elsewhere in England, the data should be
  included in the Common Transfer File from the
  school (or the LEA)
• On occasion, it may be necessary to (re) collect
  the data from the parent/pupil if the sending
  school/LEA uses a local ethnic category not
  available in your LEA

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ASCRIPTION

• Ascription must be decided upon by each school
  before letters are sent to parents
• The letter sent to parents must say that the
  school will do this if there is no reply in 4
  weeks
• A second letter must then say what the school has
  done and offer the parent the option to change it

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AND FINALLY

• Any questions?

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AND FINALLY, FINALLY

• its goodnight from me and
• its goodnight from him!

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Malcolm Grills

• IMS Team

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E-REGISTRATION PROJECT

• Procurement exercise has been abandoned
• Funding will be released to schools
• Required to submit plan, agreed with LEA to
  Department for Education and Skills for approval
• Guidance will be issued
• Not yet cleared for release

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