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Data and finance
Data collection and analysis
Data collection
Privacy notice and pupil data items
Below you will find the suggested texts of the privacy notice and reminders about some of the pupil data items required for School Census. These items are required by various agencies via the Department for Education (DfE) and within the borough. Under each sub-heading you will find information about who requires the data and in some cases how to add the new categories to SIMS.net.
Since September 2009 the fair processing notice has been replaced with a privacy notice. This notice is a single, short and easily understandable document that your school provides alongside or as part of other communications, for example start-of-the-school-year information, your schools brochure, induction pack or school diary.
The privacy notice explains how the local authority (LA) or the DfE use and share the information collected by the schools. The suggested text for schools privacy notice (word) includes links to the Ealing Council and DfE websites. Any changes to the details of organisations with whom data is shared are published on these websites which means you no longer need to reissue these text on an annual basis.
We have hard copies of the website information available for those who do not have web access. Please see the suggested text for further information.
Since January 2007, information about a pupil’s first language has been collected for the Department for Children, Schools and Families in the School Census.
Languages and the countries where spoken
(word)
A reference booklet which gives an extensive list of
languages and the Department for Children, Schools and
Families categories to which they belong. It also lists the names
of countries and what languages are spoken there.
Pupil language data
(word)
Guidance for local authorities on schools' collection and
recording of data on pupils’ languages (in compliance with the Data
Protection Act)
Please check that you are using the Ealing list of ethnicities. The use of any other codes causes extensive problems when the information from data collections is imported into the Central Pupil Database; we have to contact schools again regarding the ethnicity of some of their pupils. Please check the valid Ealing ethnic list of codes (word) and a list of countries of origin (excel) to which these codes refer.
The Standing Advisory Council on Religious Education (SACRE) requests that schools should make an effort to record their pupil's religion. This is in order to fulfil their brief that religious education in the borough should reflect the religious and philosophical affiliation of pupils. This data item is also very likely to be included in the Census in the foreseeable future. However, for now, the information is only required for use within the local authority (LA). A list of codes and step-by-step instructions of how to add them to your SIMS.net can be obtained by clicking on the links below:
Ealing SACRE codes
(word)
Information for a data-checking sheet.
How to add religious codes in SIMS.net
(word)
Instructions.
It remains voluntary for schools that don't have an approved travel plan (ATP) to record pupil's mode of transport. For schools that have an ATP (these are schools that are receiving a grant for taking part in this Government initiative) the item is compulsory.
Collecting pupil's mode of transport for Census
January 2011
(word)
Full details of the modes of transport for the
January 2011 Census and how to bulk update pupil details in
SIMS.net.
From January 2007, the Census will collect fuller address details for all pupils. Every pupil must have at least their apartment number (if applicable), number of dwelling and postcode entered in the pupil details in SIMS.
Home addresses
(word)
How a pupil's home address should be entered into SIMS.net in
order to avoid errors in the January School Census.
In the spring school census 2011, all pupils who have SEN provision P or S also need an SEN type. You should record their primary need and, if appropriate, their secondary need. The list of DfE allowable codes changed a few years ago. Problems can arise if any of the old categories of special need are inadvertently selected for a pupil. This is easy to do as you only see descriptions of the need type in SEN pupil details, and these are very similar to the ‘new’ descriptions. If an old need type is selected the census software will generate error 2150 'Pupil has SEN but no SEN type is present'.
The problem can be avoided by using the following instructions
to ensure that only the preferred DfE codes are active in SIMS.
Updating SEN need type
(pdf)
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