School Census Guidance for COLLECT Users Collection Online Learners, Children & Teachers COLLECT

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1 for COLLECT Users Collection Online Learners, Children & Teachers COLLECT

2 CONTENTS OVERVIEW 1 Introduction 1 Workflow 1 Useful Hints 2 COLLECT FOR SCHOOLS 5 Logging In 5 Working with a return 6 Uploading a data return 7 Viewing a return 12 Annotating a return 15 Handling Errors and Queries 20 COLLECT FOR LOCAL AUTHORITIES 24 Logging In 24 LA Summary Screen 25 Uploading returns on behalf of schools 29 Viewing a submitted return 42 Handling errors and queries 45 History Log 49 Annotating data 49 Approving/rejecting a return 50 Exporting data 51 GLOSSARY OF TERMS 53 HINTS & TIPS Identifying and handling errors/queries 54 Notepad Entries 60 Amended by Agent 61 Queue Functionality 62 54

3 OVERVIEW Introduction Major benefits of the COLLECT Portal include real time data collection monitoring and progress reporting, and the ability for a school, LA and Department for Education to view exactly the same information when queries arise. This document is designed to guide users through the various aspects of COLLECT as related to the School Census return from initial submission by schools, through data validation and final approval by the Department for Education. The screen shots in this document are intended to be generic and therefore apply to all termly collections. The collection name in the screen shot may not therefore refer to the current collection Note on terminology as the Department for Education collects data from a wider community than just schools and LAs, generic terminology must be used within COLLECT. A provider of data is known as a Source, an Agent is someone who undertakes verification and checking of that data and the Collector is the final destination of the information. In terms of the School Census, schools are classed as Sources, the LA as the Agent and the Department for Education as the Collector Workflow Within the COLLECT Portal, data returns progress through a workflow of loaded and submitted (by the school), approved (by the LA), authorised (by the Department for Education) then transferred to Department for Education (Policy). Please note the data will not be used for analysis purposes, at any point throughout the workflow, until it has been approved (by LA) or authorised (by Department for Education). At each point in the workflow the school and LA are able to View or Export the return as it stands at each stage. School (Source) Load & Submit LA (Agent) Approve DfE (Collector) Authorise DfE (Policy) Page 1 of 66

4 If the existing local arrangements require schools to send their data to the LA by another school means this can still be done with the introduction of COLLECT. Schools can continue to send their data in the usual secure manner and the LA user will upload the returns to COLLECT for validation on behalf of the school(s). Useful Hints VERY IMPORTANT - Re-submissions if a data return for a school already exists in the system and you upload another then it will overwrite the original return no matter where it is in the workflow (submitted, approved or authorised). This overwrite will include any notes and history information that has been added by either school, LA or Department for Education. Only return level notes will be preserved. If you try to upload a file that is already in the system then you will be given the following message: We recommend that you take great care when selecting this option and make sure that all parties that may be working, or have worked, on this return agree to the re-submission. If you are an LA and are uploading a zip file containing many school returns then please be aware that you will not be prompted with the above message if any of the schools contained in the zip file are already on the system. It will automatically overwrite the school return without warning you. Collection Name - If you have navigated your way into a record and are unsure where you are in the system, the easiest way to get back to the selected returns starting page is to click the Collection name link located on the left hand side of COLLECT Page 2 of 66

5 Navigating When navigating around the COLLECT system it is important that the correct Navigation buttons are used: Back to my COLLECT Page is located at the top of the COLLECT screen This allows the user to return to the Agents Page The Drill Up button located within the data module pages allows the user to return to the previous page The Return button is present in the All Error Report and allows the user to return to the front page of the return The Back button is present in the Notes Page and allows the user to return to the previous page You will be given an error message or thrown out of the system if you use your web browser back button. Submit Button - Once a school has uploaded their return and they have made the necessary amendments to their MI system, which may result in a resubmission they must click the submit button on their home screen to hand over the return to the LA. Until the return has been submitted, the LA will have read only access to the data and will be unable to edit or approve if this is not done. Errors Only Agents (LA s) and Collectors (Department for Education) can amend errors within the School Census Collection, Sources (Schools) must make changes via their MI systems and re-submit. When amending errors, once you have completed your actions on a particular error you will need to drill back out of that record to the main screen before being able to select another error to investigate. If you try to select an error Page 3 of 66

6 before drilling out you will be given the error message: Cannot choose another error to investigate. NOTE: All changes to returns should be done in communication with the Source to ensure changes are reflected in MI systems. Page 4 of 66

7 COLLECT FOR SCHOOLS Familiarisation URL: x Live URL If you have any problems contact the DSG helpdesk: dsg.helpdesk@education.gsi.gov.uk Logging In To log onto COLLECT, open up the relevant URL using your web browser and enter your username and password. Schools are to use the same username and password they use for the S2S secure website and the Data Collections Website. Passwords within COLLECT are case sensitive. Once the relevant username and password have been entered, the school should click on the Login button. Following successful login, the school will see a list of all available collections. The listing can be sorted in ascending or descending order by clicking on each underlined heading. Page 5 of 66 Here is the list of current collections available to this login.

8 To continue the school will select the relevant School Census collection so that it is highlighted in bold and then click on the Select Data Collection button. Working with a return The next screen the school user will see provides information on the current status of their return and presents a number of options dependent on the return that has been selected. In the context of a School Census return, the school will simply upload the file produced by their Management Information System (MIS). (For some collections they can add the data on screen.) Click here to upload return Summary information for the currently selected data return In the example above, the School Census return has not yet been uploaded and therefore the status is set to No_Data. To upload the School Census file into COLLECT the user will click on the Upload Return from file button. Page 6 of 66

9 Uploading a data return Once Upload Return from file is selected, a simple upload screen is displayed: The school can enter the file path/name of the return or alternatively click on the Browse button to navigate to the required file. Once the relevant file has been selected the Upload button should be clicked to save the data into COLLECT. Page 7 of 66

10 The upload functionality will reject any files that are not in the expected format or structure and an error message will be given with text to describe where the problem lies. Once the upload has been initiated a screen will be displayed which will show a progress message Once the file has been successfully loaded the following message will appear. The return has now been placed in a queue to be validated. When Collect is busy this process may take some time and users can come back later to view any validation errors present within the return. IMPORTANT: Sources must return in order to submit their return to the Local Authority. The return will now go through a number of statuses before the return is loaded. Waiting for Validation At this stage the return has been uploaded and has been placed in a queue, waiting to be validated. Page 8 of 66

11 At this stage the user can: Upload Return from file - if the user needed to upload the file again for any reason they can do so at this stage. This will remove their previous submission from the validation queue (if it is still queued) and replace it with the new return. This new return will join the end of the validation queue. Open Return - the user can open and view the return they have made. At this stage no errors are available for the user to check. Launch Reports - the user is able to launch reports. Delete Return - if the user is unhappy with the return submitted they can delete it at this point. This will remove it from any queues. Any new uploads will join at the end of the validation queue. Validation in Progress At this stage the return is now being validated by Collect. Whilst validation is in progress no changes can be made to the return. Loaded and Validated Page 9 of 66

12 At this stage the upload is now complete, and all validation has been done. All errors and queries can be viewed by the user. At this stage the user can: Upload Return from file - if the user needed to upload a new version of the file for any reason they can do so at this stage. This will replace the current submission and replace it with the new return. The return will rejoin the queue to be validated. Open Return - the user can open and view the return they have made all errors will now be available to view.. Submit Return - once the Source user is happy with the data loaded they can submit the return. Export to file - the user can now export the return if they wish at this point. Launch Reports - the user is able to launch reports. Delete Return - if the user is unhappy with the return submitted they can delete it at this point. This will completely delete the return. Any new uploads will join at the end of the queue. Once the Source user is happy with the return they must submit the return. This means that the return will be available for any appropriate checking and verification actions by the Agent (Local Authority) and Collector (Department for Education) access. For further guidance on submitting a return as a source refer to Submit a Return on the help pages. Open Return Clicking on this button allows the school to access the data contained within the uploaded return. Any validation errors can be investigated from here and annotated. This option is explored in more detail in the next section. Page 10 of 66

13 Submit Return Clicking on this button allows the school to make their return available to the LA. Until this step has been carried out, the LA will not be able to edit the return or approve it as final. Export to file The school has the option to export their data return in either XML or CSV format. Delete Return The data can be deleted at any time, in which case the status of the return will change to No_Data and all validation errors and notes will be removed. Important - any validation errors which have previously been investigated by either the School, LA or Department for Education will be lost if this option is selected including notes and history information. Please take care when selecting this option. Re-submissions A re-submission can be made by following the process detailed in Upload a return from file However, if this option is chosen and a file is uploaded then it will completely overwrite the previous submission regardless of where it is in the workflow. - Important - any validation errors which have previously been actioned by either School, LA or Department for Education will be lost if this option is selected including notes and history information. Please take care when selecting this option. Page 11 of 66

14 Viewing a return Once a return has been uploaded into COLLECT the school can access the data and investigate any validation errors. If the Open Return button is clicked the school will see the screen below The left hand menu bar enables the user to view all records within a particular module, without drilling down through school/pupils etc. View All enables the school to drill-down to view the School level, Pupil On Roll and Pupil No Longer on Roll data modules Page 12 of 66

15 Within COLLECT there are two different methods of navigation: Drilling down and up through data and tabs (as explained below) Using the left hand menu this enables the user to view all records within a particular module, without drilling down through school/pupils etc. For example, if you click on the Addresses menu item, it will return the entire pupil on roll addresses that exist within this return. This may be useful for cleaning addresses that are in error. The menu items may have a number in square brackets after the name, e.g. Pupil on Roll. This is an indication as to which sections have errors in the return. The tables accessed from the left hand menu have been enhanced to contain extra columns containing pupil information. This means that if the left hand menu is used to view/ locate errors, the pupil will be easily identified Let s use the drill down method and drill down to the data concerning pupils on roll by clicking on the View All link. Selection grid View All will drilldown to view either the termly exclusions, addresses, Post 16 Learning Aims of the individual pupil The school is now able to see all of the On Roll pupils that make up the return within a selection grid. Ten pupil records are shown per page and navigation through the pages is via the < > buttons. This page also contains a series of links to sibling pages showing different categories of pupil level data pupil characteristics, on roll status, termly attendance and annual attendance. These can be accessed by clicking on the blue hyperlinks. The links at the bottom page also allow the user to drill-down to child modules of the pupil data, e.g. addresses, termly exclusions and Post 16 Learning Aims. In the example above you can see the selected pupil record. When you select this pupil it shows that it contains 2 queries which are noted against the pupil s date of birth. Page 13 of 66

16 Clicking on the number (2) will take the user to an error report that shows the error rule number and error message: In this example the pupil s date of birth means they are aged 5 or over yet recorded as being part-time. In addition the year group for the child is not consistent for a child of that particular birth date. The Details button against each query allows additional information to be displayed that lists all data items referenced by the validation check and their values. This is particularly useful if, as in this example, the referenced data items are not visible on the same page (date of birth is visible from the pupil Identifiers page whilst year group is visible from the pupil status page). This shows the data items referenced by the validation checks and their current values. Clicking on the underlined value Page 14 of 66 will open up the page that contains this field.

17 Schools are unable to amend data from within COLLECT. Instead it is recommended that schools correct errors within their MIS, create another return file and upload it into the system. Annotating a return From time to time a Census return may contain data that generates a validation error that is perfectly valid. In such instances it will be useful for the school to be able to attach an explanation for the Department for Education. Example An error will be generated if a pupil s postcode is missing or invalid. Whilst every effort must be made to obtain these pupil details, the Department understands that in extreme circumstances this is not always possible. In such extreme cases these fields can be left blank or a partial address can be supplied. The notes facility in COLLECT allows the school to explain this circumstance. To quickly jump to the Addresses part of the Census return the school can click on the Addresses link from the left hand side navigation pane. (Explained previously) Page 15 of 66

18 This will then display the list of addresses included in the return. The columns can be sorted in ascending or descending order by clicking on each underlined heading. In the example below Rule Errors was clicked so the error was brought to the top of the list. The school can then highlight the address in question which will bring the details for this record into the bottom section of the screen. To add an explanation for the missing post code the user should click on the Notes icon to be presented with the Notes page. Clicking on the Add New Note button takes the user to the Note Creation page where the explanatory text can be inserted: Page 16 of 66

19 Finally, by clicking on Create the note will be added against the relevant data item. Once a note has been added into the return, the Notes icon changes to. The notes facility is also available within the error report screen so, if the user had clicked on the number 1 highlighted red they would have been taken into the error report screen (shown in the previous section) where the icon would be visible, the same process as above would then be followed. A note added against an error or a query will be lost if the data is amended, clearing the error/query. Note Please use language of a sensitive nature as all notes created will be accessible by anyone who has access to your data school users, LA and Department for Education. Page 17 of 66

20 Return Level Notes In addition to making a note against an individual data item or a error or query, it is possible to make a Return Level Note using the icon to the right of Return Level errors. The user should click on the Return Level Notes icon presented with the Notes page. to be Page 18 of 66

21 Clicking on the Add New Note button takes the user to the Notes Creation page where the necessary text can be inserted. Finally, by clicking on Create the note will be added against the return. Once a note has been added, the Return Level Notes icon changes to a. If a return level note is added and the user resubmits the file, these notes will be preserved. Page 19 of 66

22 Handling Errors and Queries Schools are unable to amend data from within COLLECT. Instead it is recommended that schools correct errors within their MIS, create another return file and upload it into the system. However, before updating your MIS, you will need to identify the errors and queries within your return. There are 2 methods of doing this within COLLECT. Clicking on the red errors within the return - this will take you to the error report explained earlier in this guidance. Using the All Errors facility found at the top of your MYCOLLECT screen By clicking on the All Errors button, you will be presented with the following: Page 20 of 66

23 This screen shows all the errors associated with this return. You will see the notes facility is also available in this screen for any explanations you may wish to add (as explained previously). Select Grids navigation to errors The left-hand menu allows the user to view all records within a particular module, without drilling through the hierarchical structure of the data. The square-bracketed number indicates the existence of an error (s) against records in this module. The annotation above means that there is an error against one address record in the school s return. Page 21 of 66

24 There are several ways to navigate to this error Click here for pupils on Roll View All The user can drill-down through the hierarchical structure of the data. This can be done by drilling-down to Pupils on Roll via the link at the bottom of the screen. The user will then see Pupil On Roll select grid. Page 22 of 66

25 To find where the errors are located within the Pupil On Roll records, the user should click on the relevant column heading [Pupil Errors, Address Errors, Termly Exclusion Errors, SEN Needs Errors and Termly Session Details Errors]. Clicking on the title of each column works as a toggle, sorting the contents of the select column by ascending and descending order of error numbers Once the pupil record with this address error has been found, the address record can be displayed by clicking on Pupil On Roll Addresses View All button located at the bottom of the screen. Page 23 of 66

26 COLLECT FOR LOCAL AUTHORITIES Familiarisation URL: x Live URL: Logging In To log onto COLLECT, open up the relevant URL using your web browser and enter your username and password. Please use your LA username and password issued via from dsg.helpdesk@education.gsi.gov.uk. All passwords within COLLECT are case sensitive. LAs can have as many COLLECT users as they require with each user having their own unique username and password. If you have not yet had a username and password issued, please contact the DSG Helpdesk: or dsg.helpdesk@education.gsi.gov.uk Once the relevant username and password have been entered click on the Login button. Following successful log in, a list of all available collections will be seen. The listing can be sorted in ascending or descending order by clicking on each underlined heading. Page 24 of 66

27 Here is the list of current collections available to this login To continue, select the required data collection so that it is highlighted in bold and then click on the Select Data Collection button. LA Summary Screen The next screen (My Agent) provides a summary of the latest position with respect to the selected data collection. Number of expected, outstanding, submitted, approved and authorised returns Approve return for DEPART Export return(s) as XML or CSV Page 25 of 66 Upload return(s) on behalf of schools

28 Filtering The list of sources displayed can be filtered by various criteria: Source Name the data source name, typically school name Native ID the data source unique identifier e.g. Department for Education school number such as Status the current status of data returns. There are numerous options available via the dropdown list covering all possible status a return could be at. To filter the list of school returns down to only those that have been Submitted the Agent should set the Status criteria to Submitted and then click on the Go button The list of Sources will be filtered to show only those returns that have the status of Submitted: To reset the listing to show all data sources select Reset To filter the listing to show any school that contains a key word at any position in their name, type into the Filter By Name box and then click on the Go button. The filter is not case sensitive. Page 26 of 66

29 Combinations of Name, Native ID and Status can be used to further refine the list of Sources. Performance Summary This area shows the number of returns that are expected and outstanding, the number that have been submitted, approved and authorised, together with a breakdown of error numbers. School (Source) Load & Submit LA (Agent) Approve DEPART MENT FOR Authorise DEPART MENT FOR Sources This lists all of the data sources (schools) expected to make a data submission in the selected return. The columns can be sorted in ascending or descending order by clicking on each underlined heading. Ten sources are shown per page with navigation through the pages being achieved by the page number buttons on the right of the screen underneath the school list. Hovering over an individual school name with the cursor will show the contact details for that school. Open return Clicking on this button will give the LA user (Agent) access to all the data contained within the submitted return. Any validation errors can be investigated from here, annotated with notes, and amendments made. Approve This allows the LA user (Agent) to approve the selected school return as complete and submit it to the Department for Education Page 27 of 66

30 Approve All This allows the LA user (Agent) to approve all of the school returns which have been Submitted or Amended_by_Agent. Please note in selecting this option every school with the status of Submitted or Approved_by_Agent will be approved to the Department for Education regardless of action taken on the return. Unapprove This button allows the LA user (Agent) to retrieve their data from Department for Education. This can only be used for single returns. Reject This button allows the Agent to reject the selected school return. Important - If a return is rejected it is important that the LA informs the relevant school as the system will not alert the interested parties. Delete This allows the LA user (Agent) to delete the selected return. Important If a return is deleted this will include all notes and history attached to that return. Also, it is important that the LA informs the relevant school as the system will not alert the interested parties. Export and Export All These buttons allow the Agent to export either the selected school s data return or all data returns in either XML or CSV format. This is explained further on in this document. Upload Return for selected Source Click this button to upload a data return on behalf of one of your LA schools. The school whose return is to be imported must first be selected from the list of Sources. See section below for detailed instructions. Upload Multiple Returns (.zip file) This button allows the Agent to import returns from more than one source. The school data files must be contained within a zip file. See section below for detailed instructions. Please note - If you are uploading a zip file containing many school returns then please be aware that you will not be prompted if one of the schools contained in the zip file is already on the system. It will automatically overwrite the school return without warning you. Page 28 of 66

31 Uploading returns on behalf of schools Some LAs have existing arrangements in place requiring schools to send in Census returns via a mechanism other than. COLLECT makes provision for this by allowing LA users to upload returns on behalf of their schools. Upload a single return To upload a single return the relevant school must first be highlighted from the list of sources and then the Upload Return for Selected Source should be clicked: This will present the LA (Agent) with the Upload screen: The Agent can enter the file path/name of the return or alternatively click on the Browse button to navigate to the required file. Page 29 of 66

32 Once the relevant file has been selected, the Upload button should be clicked to save the data into COLLECT. The upload functionality will reject any files that are not in the expected format or structure and an error message will be given with text to describe where the problem lies. Once the file has been successfully loaded the following message will appear The return has now been placed in a queue to be validated. When collect is busy this process may take some time and users can come back later to view any validation errors present within the return. The return will now go through a number of statuses before the return is validated and submitted. Waiting for Validation At this stage the return has been uploaded and has been placed in a queue, waiting to be validated. Page 30 of 66

33 At this stage the user can: Upload Return for selected source- if the user needed to upload the file again for any reason they can do so at this stage. This will remove their previous submission from the validation queue and replace it with the new return. This return will join the end of the queue. Upload Multiple Returns (zip file) - the user can load multiple returns. If the multiple return contains the same source more than once this will be over written with the last version. This will remove their previous submission from the queue and replace it with the new return. This return will join the end of the queue. Open Return - the user can open and view the return they have made. At this stage no errors are available for the user to check. Launch Reports - the user is able to launch reports. Validation in Progress At this stage the return is now being validated by Collect. Page 31 of 66

34 Whilst validation is in progress no changes can be made to the return. Awaiting Submission Once validation is complete the submission process starts, the status will change to awaiting submission. Whilst the return is awaiting submission, no changes can be made to the return. Page 32 of 66

35 Submission in Progress At this stage submission has begun. The user at this stage cannot make any further changes to the return. Submitted At this stage the submission is complete This means that the return is now available for any appropriate checking and verification actions. If required, you can reload a data return or edit it, on doing so, the status will change to Amended by Agent if amended on line. All changes should be made through communication with the source. Upload multiple returns Page 33 of 66

36 To upload a number of returns in one go they must first be placed inside a zip file. Once this has been accomplished, the LA (Agent) should click on the Upload Multiple Returns (.zip file) button Page 34 of 66

37 The next screen requires the Agent to browse to the relevant zip file or enter the file path/name of the return and then click on the Upload button. Please note - If you are uploading a zip file containing many school returns then please be aware that you will not be prompted if one of the schools contained in the zip file is already on the system. It will automatically overwrite the school return without warning you. The upload functionality will reject any files that are not in the expected format or structure and an error message will be given with text to describe where the problem lies. IMPORTANT: The latest version of WinZip now creates a zipped file using a better compression algorithm and gives the resulting file an extension of.zipx instead of.zip. However, Collect was designed to use the.zip version of the file and cannot load the.zipx version used, the error message below will be displayed and the.zipx file will be rejected. Click on the Upload button to load the data into COLLECT. Once the upload has been initiated a progress screen will be displayed which will show details of the files as they are being loaded. Page 35 of 66

38 As loading continues a results screen will be displayed showing for all files whether each school has been successfully loaded. The estimated time of completion, gives an indication of how long the loading of all files will take. Now that loading has commenced the user can leave Collect if they wish and return at a later point, without affecting the loading and validation of the file. The following screen will be displayed when loading is completed. Page 36 of 66

39 The validation and submission process begins once files have started loading, there are various stages each schools return will go through: Import in Progress At this stage the return is currently being loaded. No options are available for this return at this stage. Page 37 of 66

40 Waiting for Validation At this stage the return has been uploaded and has been placed in a queue, waiting to be validated. At this stage the user can: Upload Return for selected source- if the user needed to upload the file again for any reason they can do so at this stage. This will remove their previous version from the queue and replace it with the new return. This return will join the end of the queue. Upload Multiple Returns (zip file) - the user can load multiple returns. If the multiple return contains the same Source more than once this will be over written with the new version. This will remove their previous version Page 38 of 66

41 from the queue and replace it with the new return. This return will join the end of the queue. Open Return - the user can open and view the return they have made. At this stage no errors are available for the user to check. Launch Reports - the user is able to launch reports. Validation in Progress At this stage the return is now being validated by Collect. Whilst validation is in progress, the return cannot be viewed. Awaiting Submission Once validation is complete the submission process starts, the status will change to awaiting submission. Page 39 of 66

42 Whilst the return is awaiting submission no changes can be made to the return. Submission in Progress At this stage submission has begun. The user at this stage cannot view the return. Submitted At this stage the submission is complete This means that the return is now available for any appropriate checking and verification actions. If required, you can reload a data return or edit it, on doing so, the status will change to Amended by Agent if amended on line. All changes should be made through communication with the source. Page 40 of 66

43 Page 41 of 66

44 Viewing a submitted return From the My Agent page the LA user can select a school return that has been submitted and open it to examine for errors. To do so, the relevant school should be highlighted and then the Open Return button clicked. Note the school in the example above has submitted a return with 6 Queries and 15 Errors. Once the return has been opened the Agent will see the following screen: The left hand menu bar enables the user to view all records within a particular module, without drilling down through school/pupils Page 42 of 66 View All enables the user to drill-down to view School level, Pupil On Roll and Pupil Off Roll data modules.

45 Within COLLECT there are two different methods of navigation: Drilling down and up through data and tabs (as explained below) Using the left hand menu this enables the user to view all records within a particular module, without drilling down through school/pupils etc. For example, if you click on the Addresses menu item it will return all the pupil on roll addresses that exist within this return. This may be useful for cleaning addresses that are in error. The menu items may have a number in square brackets after the name, e.g. Pupil on Roll [1]. This is an indication as to which sections have errors in the return. The tables accessed from the left hand menu have been enhanced to contain extra columns containing pupil information. This means that if the left hand menu is used to view/ locate errors, the pupil will be easily identified. Let s drill-down to the data concerning pupils on roll by clicking on the View All link. Selection grid View All will drilldown to view either the termly exclusions, addresses, Post 16 Learning Aims of the individual pupil The Agent is now able to see all of the On Roll pupils that make up the return within a selection grid. Ten pupil records are shown per page and navigation through the pages is via the < > buttons. This page also contains a series of links to sibling pages showing different categories of pupil level data pupil characteristics, on roll status, termly attendance and annual attendance. These can be accessed by clicking on the blue hyperlinks. The links at the bottom page also allow the user to drill-down to child modules of the pupil data, e.g. addresses, termly exclusions and Post 16 Learning Aims. In the example above the selected pupil record contains 2 queries which, when you select this pupil shows that it is noted against the pupil s date of birth. Page 43 of 66

46 Clicking on the number (2) will take the user to an error report that shows the error rule number and error message: In this example the pupil s date of birth means they are aged 5 or over yet they are recorded as being part-time. In addition the year group for the child is not consistent for a child of that particular birth date. The Details button against each query allows additional information to be displayed that lists all data items referenced by the validation check and their values. This is particularly useful if, as in this example, the referenced data items are not visible on the same page (date of birth is visible from the pupil Identifiers page whilst year group is visible from the pupil status page). This shows the data items referenced by the validation checks and their current values. Clicking on the underlined value will open up the page that contains this field. Page 44 of 66

47 Handling errors and queries Although data can be amended from within COLLECT it is recommended that schools correct errors within their MIS, create another return file and upload it into the system. Where this would be impractical it is important to ensure that a school corrects data within their MIS even though they will not be producing a replacement Census return. This is an example of amending data within a submitted Census return. The columns can be sorted in ascending or descending order by clicking on each underlined heading. This is useful for bringing errors to the top of the list. The pupil record contains 1 error which, we can see, is related to his Address: By clicking on the View All link for Pupil On Roll Addresses we are taken into the screen which focuses on the pupils address details: Clicking on the 1 takes the user to the error report. Page 45 of 66

48 The error message indicates that the postcode is missing (Null). From this point the user has a couple of options to amend the data item: Option 1: Click on the Return hyperlink to return to the previous page and then press the Edit button to enter edit mode: Option 2: Click on the Details button from the error report, and then on the subsequent hyperlink for Postcode field. At the next page the user enters edit mode by clicking on the Edit button. Page 46 of 66

49 Once edit mode has been activated the user can amend any of the data items viewable on the page. For each item there is either a drop-down list of acceptable values or a text box into which the new data can be entered against. In this example the LA user has determined the missing postcode details and has changed the data accordingly. Once the edits have been made the user should switch into read mode by clicking on the View button. Please note You will not be able to amend any other errors before drilling back out of this screen. If you try to you will be given the following error message: Cannot choose another error to investigate To continue editing errors, you will need to click back to take you back to the error report and then back again to take you back to the original screen. From here you will be able to select another error to investigate. Page 47 of 66

50 Return level errors These are errors which are not related to specific instances of data. If we click on the red 10 we are presented with the following error report screen which shows examples of the errors you would find within Return level errors: From here you can investigate the errors as you would for an individual data field, as explained above. Page 48 of 66

51 History Log Changes that are made to data items are recorded in the History Log and indicated with an icon in the History column against that data item. These changes are viewable by School, LA and Department for Education. Clicking on the history icon will display the full audit history for that data item: This shows that the user, with the role of Agent from Department for Education and Skills amended the Address data item on 21/06/2007. If there were a number of amendments against this particular data item they would all be displayed in the grid. Once a data item has been changed the status of the return will change to Amended_by_agent and be reflected in both the LA and school views. Annotating data An LA data agent can add notes against data items in the same way that a school is able to. An LA user can see a note made by the school and vice versa. If multiple notes are made these appear in a grid in the same way as the History entries. A typical use of the notes facility would be where an error is triggered off by data loaded by the school but it is perfectly valid. The school, knowing that the LA are likely to query this data can, before they submit it to the LA, annotate the relevant field with an explanation as to why this data is correct, even though it has produced a query. This could mean that the LA (being able to view the note) would accept it as a valid explanation without having to check back with the school again. The LA could at this point add a second note, accepting the school s explanation, and then both these notes would be visible to the Page 49 of 66

52 Department for Education, which again may mean further follow-up action is not necessary. Page 50 of 66

53 Approving / rejecting a return Once the LA user is happy for a school return to be approved for Department for Education access then the procedure is very straightforward. The relevant school must be highlighted from the list of sources after which the Agent must click on the Approve button. If the LA user does not wish to accept the return as submitted from the school they can choose to reject it. The procedure is exactly the same as above this time however the Reject button must be clicked. Important - If a return is rejected it is important that the LA informs the relevant school as the system will not alert the school on your behalf. Also, if an LA is doing all the loading, i.e. their schools are not currently using COLLECT. Then if they reject a case, the only option to amend the data is to re-load it you will not be able to edit, add or delete. Approval and rejection of returns can only be performed on a school by school basis. Following approval or rejection the status will be instantly viewable from the school s own COLLECT login: Page 51 of 66

54 Exporting data COLLECT provides options to export data returns in XML or CSV format. Users are advised to add collect site into their trusted site list. Exporting data can be performed for the currently selected school in the Sources list by clicking on Export button. All schools data can be exported for all currently loaded returns by clicking on the Export All button. Regardless of which export route is taken the user will be given the option of selecting the format in which the data should be exported. Exporting as XML will generate a zip file containing the selected school(s) returns. Exporting as CSV generates a zip file containing CSV files that relate to how data is stored within COLLECT. Page 52 of 66

55 If the Export All facility is used, then a folder will be created containing the individual school files. Page 53 of 66

56 GLOSSARY OF TERMS COLLECT Source Agent Collector Workflow Collections On-Line for Learning, Education, Children and Teachers. Provider of data (Schools, CTCs, academies and NMSS and Early Years providers) Undertakes verification and checking of the data received from the Source (LAs) Final destination of data (Department for Education) Within the COLLECT Portal data returns progress through a workflow of loaded and submitted (by the school), approved (by the LA) and authorised (by the Department for Education). At each point in the workflow the school, LA and Department for Education are able to View or Export the return as it stands at each stage. COLLECT replaces the S2S website as the secure file transfer mechanism for schools to send their School Census returns to the LA. If the existing local arrangements require schools to send their data to the LA by another mechanism such as AVCO, this can still be done with the introduction of COLLECT. Schools can continue to send their data in the usual manner and the LA user will upload the returns to COLLECT for validation. Submitted Approved Authorised Errors Queries When the return has been submitted up to the LA from the school When the return has been approved by the LA and Submitted up to Department for Education When the return has been received and authorised by the Department for Education These errors must be fixed before the return is submitted to the LA There are errors which are flagged for you to ask the question are you sure these values are right Page 54 of 66

57 Hints & Tips The following pages advise users of hints and tips in navigating and amending errors, adding notepad entries and approving returns. Each of the pages is referenced back to the comprehensive guidance earlier in this document. Identifying and Handling Errors It is recommended that any amendments needed to be made to a Census return are done within the school s MIS and the return then re-submitted. The user can access and edit data within COLLECT through the following methods: a) All Errors b) Schools/Pupils on Roll/Pupils No Longer on Roll- view all c) The Left Hand Menu Bar This shows the number of errors and queries associated with this module Click here to access a list of all errors and queries contained in the return Click on these sections to access School, Pupils on Roll, Pupils No Longer on Roll View All Page 55 of 66

58 Error Correction in All Errors After selecting the All Errors option the user will be presented with the Blade error report. 1 st Click here to get a list of all the fields referenced by the validation check Clicking on any of these values will take you to that data Clicking on the NC Year Actual Value will take the user to the Pupil on Roll Status page. Selecting the edit button located at the top of the screen will open the data fields, allowing the user to make any necessary amendments within these. To save the amended data press the View Button. By clicking on the Error button the user will be taken back to the All Error page ready to deal with the next error. Page 56 of 66

59 Error Correction in Pupils on Roll View All After selecting to View All Pupils on Roll the user will see a selection grid of all the pupils on roll at the school, with 10 pupils to each page. The Pupil Error column can be sorted into either ascending or descending order to bring the pupil with the highest number of errors to the top. Click here (twice) to sort into either ascending or descending order The user can then access each of the red errors shown against this pupil, which will bring up the error reports. This lists all the fields referenced by the validation check. By selecting the Value shown the user will be taken back to the appropriate page. Page 57 of 66

60 Selecting the edit button at the top of the screen will allow the user to edit the data. Once the editing has been completed the user will need to click on the view button to save any amendments made. To continue editing errors, you will need to click back to take you back to the error report and then back again to take you back to the original screen. From here you will be able to select another error to investigate Page 58 of 66

61 Amending Data through the Left Hand Menu Bar Clicking on the Addresses module in the left hand menu will open up the relevant page. The Error column can then be sorted into either ascending or descending order to bring addresses which contain errors to the top. In the example shown the error is occurring due to a missing postcode. Selecting the edit button at the top of the page will open up the field allowing the user to add the missing information. When there is more than one error attached to an address the user can click on the red error button to access the error report, which will show each of the fields referenced by the validation check. The user can then return to the relevant page by clicking on the underlined values Page 59 of 66

62 Selecting the edit button at the top of the screen will allow the user to edit the data. Once the editing has been completed the user will need to click on the view button to save any amendments made. Page 60 of 66

63 Notepad Entries Users are advised to save any notepad entries against the data field or within the Return Level Notepad. If the notepad entry is made in the All Errors Report and any amendments are made after the return has been approved or authorised the database will be revalidated and any existing errors will be recreated, meaning any notes attached to the error/query will be lost. Click here to add notepad entry against data field The Return Level Notepad Entry is useful to record multiple notepad entries. The user must ensure that all entries are referenced to each individual validation error. An example of this is when there are a number of pupils who are recorded as being taught out of their NC year group, generating the validation rule no 2020Q. The school have confirmed that this data is correct. Rather than add a note pad entry against each individual pupil, the school or LA could add one note in the Return Level Notepad stating the data is correct and the number of pupils involved. Click here to add notepad entry within the return level notepad Page 61 of 66

64 Amended by Agent If an LA edits any data in a return that has been approved or authorised the status of the return changes from Approved to Amended by Agent. The return therefore will need to be re-approved to return to Approved status. Sort here to show all returns currently at Amended by agent status Highlight the return that is ready to be approved. Then click here to re-approve Page 62 of 66

65 Queue Functionality Functionality to create and manage Queues is available to all Agent (e.g., LA) users. This functionality allows LA users to set-up Queues and assign schools to these queues as appropriate. This enables LA users to create whatever Queues are appropriate or useful for the way their authority works - they could be individual or team names, or could relate to a specific status, e.g., Dealt with, Awaiting response from school etc. Queue Management Initially Queues have to be created through the Queue Management function. This allows Queues to be created, deleted and the name of them amended. Page 63 of 66

66 The following screen is then displayed. This LA has currently no Queues set up. To add a Queue, the user clicks on the Add button The user should enter the required name into the Queue Name box, and click OK. The user can then create as many Queues as required. Page 64 of 66

67 Assigning Schools to Queues Once Queues have been created, schools can be assigned to Queues, removed from Queues etc using the Change Queue function. The user can then select a Queue from the drop-down list, and then one, more than one or all schools to move in or out of that Queue, using the arrow buttons as appropriate. Note: the single arrows will move all highlighted schools, the double arrows will move all. Page 65 of 66

68 Please note: a school can only exist in one Queue at a time. In the screen shot above the schools listed on the right-hand side are the Non-Members of Queue 1. They may or may not be currently assigned to other queues, and it is not obvious from this list whether they do or not. If they are assigned to another Queue, by adding to Queue 1, they are in effect moving from their existing Queue to Queue 1, and will be automatically removed from their original Queue. Agent Page & Queues Once Queues have been created, and schools assigned to them, they can be used on the Agent Page. They will appear in the Queue option in the Filter Bar, meaning that a particular Queue can be used as a filter option. If there are no schools currently assigned to the Queue selected to filter by, a page will be returned with an empty select grid, and the only option available will be to Reset. Page 66 of 66

69 The Queue name will also appear in the main select grid. This means that this column can also be used to sort the rows in the select grid. Clicking on the column heading works as a toggle, and alternatively sorts in ascending and descending order. Page 67 of 66

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