End of Year Procedures in SIMS 2016/17

Transcription

1 End of Year Procedures in SIMS 2016/17

2 End of Year Procedures in SIMS Overview of the procedures to follow in order to prepare your SIMS system for the new academic year 2016/2017 Step through each area that needs to be completed prior to the end of the current academic year Look at the procedures that will need completing after the new academic year has started Reminder about housekeeping routines in SIMS

3 End of Year Documentation End of Year in SIMS for Rochdale Pri_Spcl_Nur Schools 2016_2017 a link has been ed out to the office@ address for your school ATF Procedures 2016 will be ed out to applicable schools when they are issued by the LA Adding Intake Groups and Applicants has been posted on to the SIMS Team Website ( under the MIS Menu then Downloads and under the SIMS Resources heading

4 End of Year Process in SIMS Record staff changes Create the new academic year Set up the new academic year s pastoral structure Add intake/admission groups Import ATF (for schools without a Nursery) Record new applicants Import CTF s Check dates for part time pupils Record leavers & export the CTF s

5 End of Year Process in SIMS continued Set up promotion mapping for the new academic year Change the status of applications to Accepted Allocate applicants to classes Print Class Lists for the new academic year Deal with any missing marks in Attendance Log a call by the 15 th July 2016 to update meal charges if they have changed (Dinner Money School users only)

6 Routines for after the new academic year has started Admit Applicants on the date they are due to arrive (UPN s to be issued when the child arrives) Re-admit any pupils who have come back Print the official register for July Add attendance patterns for Part-Time pupils Create new Marksheets in Assessment Manager, (Instructions for this will be issued during early September) Housekeeping Routines Send out Data Collection Sheets for all pupils on roll Archive Attendance Marks

7 Expanding Nursery Provision If you are a school that is expanding your Nursery Provision to accommodate funded 2 year olds you will need to add the new national curriculum years E1 and E2 Please log a call with the SIMS Team no later than the 8 th July if this is the case so that we can best support you and ensure you have the appropriate SIMS upgrade

8 ATF s Admission Transfer Files will be made available by the LA on or after the 24 th June (the data team will send out an when these are available) These should only be imported by Primary Schools that do not have a Nursery class Details of how to process the ATF s will be ed out to the relevant schools

9 Admissions Admit pupils on the day you expect them to start Attendance should then be recorded even if they have not turned up Issue UPN only when the pupil has started

10 Data Collection Sheets Data Collection Sheets can be printed from SIMS to allow pupil information held in SIMS to be checked/updated to ensure pupil information is current and up to date and also adheres to the Data Collection Act 1988 It is more manageable to print the sheets on a class-byclass basis rather than trying to print the whole school in one go. It is advisable to do this at the beginning of the new academic year once all of the new starters are on SIMS

11 Address Validation in SIMS Please ensure addresses are validated If address validation stops working but the internet is working then please log a call

12 Housekeeping Housekeeping procedures in SIMS.net Name Format Tidy Mailing Point Parental Ballot Flags Deleting Unlinked Contacts Updating Parental Salutation/Addressee Tidy CTFIn Folder T:/In/CTFIn Archiving Attendance Years

13 Archiving Attendance Years To improve the performance of SIMS when viewing and editing attendance marks, session marks can now be archived All marks, with the exception of those recorded in the current academic year and the preceding academic year, can be archived. When the data has been archived, it is no longer available for editing. However, most reports can still be run on the archived data Please see End of Year in SIMS for Rochdale Pri_Spcl_Nur Schools 2016_2017 document for full details on this process

14 SIMS Assessment Tracker Schools will be sent out to schools early in September with instructions on creating new marksheets and deleting old marksheets (if applicable)

15 SIMS End of Year Workshops The SIMS End of Year Workshop will take place in the SIMS Team Training Room at Oulderhill Community School. We will use remote access software to allow you to access your own SIMS system and complete your SIMS end of year procedures. The workshop gives you the advantage of completing your end of year procedures away from the busy school office and with SIMS officers present should you need any assistance.

16 SIMS End of Year Workshops Schedule Date Time Mon, 27 th Jun 2016 **NEW DATE** Tue, 28 th Jun 2016 **FULLY BOOKED** Wed, 29 th Jun 2016 **FULLY BOOKED** Mon, 4 th Jul 2016 **FULLY BOOKED** Tue, 5 th Jul 2016 **FULLY BOOKED** Wed, 6 th Jul 2016 **FULLY BOOKED** Thu, 7 th Jul 2016 **FULLY BOOKED** Fri, 8 th Jul 2016 **FULLY BOOKED** Tue, 12 th Jul 2016 **FULLY BOOKED**

17 SIMS End of Year Workshop Checklist Information needed for the workshop: Staff Changes (new staff min required name, dob & start date. Staff leaver information) Term Dates (including staff training days if known) Any Class Name Changes Which teachers are to be assigned to which class New Applicants Information (on paper, by ATF and/or CTF where appropriate) Note:Where ATF is being used this will be provided by the SIMS Team at the workshop Leavers destination information (Year 6 & Nursery plus any other end of year leavers) Class promotion information (which class are pupils going to be in next academic year)

18 Help & Support SIMS Team Telephone: LA Data Team Barbara Pickup Systems & Data Returns Officer Yvonne Davies - Systems & Data Returns Support Officer Information.Unit@rochdale.gov.uk Telephone Number: