Pupil Premium in SIMS: Importing the Pupil Premium CSV File and Maintaining/Updating Pupil Premium Document Reference DMS060 Published/Updated September 2018 Fully accredited by Capita SIMS for proven quality of SIMS support Contact us via the ICT Service Desk at: 01438 844777 help@sd.hertsforlearning.co.uk https://support.hertsforlearning.co.uk
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CONTENTS INTRODUCTION... 1 Downloading and Importing the DfE CSV File... 2 Maintaining Pupil Premium... 5 ASSIGNING PUPIL PREMIUM MANUALLY... 7 Assigning via Bulk Update... 7 Assigning to an Individual Pupil... 8 Searching for Pupil Premium Pupils... 8 PUPIL PREMIUM REPORTS... 10 APPENDIX... 12 Frequently Asked Questions.... 12 SOLERO Reports... 14 Using FFT Aspire to Determine FSM History... 16 i
Introduction Introduction Pupil Premium (PP) is additional funding for publically funded schools in England. The Pupil Premium Grant provides funding for two policies: raising the attainment of disadvantaged pupils and closing the gap with their peers supporting children and young people with parents in the regular armed forces Eligibility Ever 6 FSM (Eligble for Free School Meals at any time in within the past 6 years.) Looked-after children (CLA) and children Adopted from Care or who have left care. Ever 6 Service Child (ever recorded as Service Child in past 6 years) It is vitally important that your information in SIMS regarding pupils who are eligible for FSM is kept up to date. We would recommend running the Free School meals Report in SOLERO on a weekly basis and ensuring that any changes are recorded in SIMS. In addition, schools with infant age pupils should check the Universal Free School Meals Registration Report on a weekly or monthly basis. Check both reports at Census time, especially in January, to ensure that your school does not miss out on any funding. Please see page 14 for more information on these reports. The Pupil Premium Indicator (PPI) in SIMS is for internal school use only and is NOT collected by School Census. It can be assigned for previous (and future) academic years, as well as for the current year so that when running reports with an effective date, the correct pupils will be identified. The field does not automatically roll over in September, so it will always need to be reviewed and, if necessary, assigned again each new academic year. However, if you import the CSV file provided by the DfE (which contains details of pupils for which your school has received funding) then the field will be ticked for two academic years. You can then use this to track and monitor the appropriate pupils. The following instructions take you through how to import this CSV file. As well as how to check the list of pupils contained in the file through the Maintain Pupil Premium Screen. We recommend importing the CSV each time a file becomes available, and then using the Maintain Pupil Premium Screen (as described from page 5 onwards) to check the list of pupils in the file. A report can be run from this screen giving a full list of Pupil Premium pupils and their Premium Types. If new pupils arrive in school that are eligible, or existing pupils become eligible e.g. become FSM for the first time, then they can be manually assigned as Pupil Premium. IMPORTANT: in order to import the CSV file or use the Maintain Pupil Premium screen you will need either School Administrator or System Manager permissions. Data Management Services have created a useful report to help identify which pupils have been assigned as Pupil Premium and whether they are FSM, Ever 6 FSM, Looked After (Adopted from Care cannot be identified by the report) or a current Service Child (pupils Doc Ref DMS060 Herts for Learning 2018 Page 1
Introduction who were previously Service Children cannot be identified by the report) This report, the SITSS Pupil Premium List report, is available on our website at: http://www.thegrid.org.uk/info/traded/sitss/data/pupil_premium/ and as well as including those pupils assigned by importing the CSV file, will also include pupils who have been assigned directly on their records or via bulk update. Once the Pupil Premium Indicator has been correctly assigned, it can be used to monitor and track progress of disadvantaged pupils e.g. in reports or AM7 marksheets. The Pupil Premium Indicator is available as an Additional Student column and as a Group Filter in marksheets, as well as being in the Reporting Dictionary. It is also available in the Student List reporting area. Downloading and Importing the DfE CSV File The DfE provides a CSV file containing Pupil Premium data which can be obtained from the Key to Success website. This file is usually available by the end of July with an updated version available in November. However, the updated version will usually have the same pupils as in the July version. It is important to download this file to a secure folder as it potentially contains sensitive data e.g. adopted from care information. Please note: Looked After Children are not included in the file unless they are also eligible for another type of premium, as their money is allocated via the Virtual School for Looked After Children. 1. Log into the Key To Success website via DfE Secure Access portal at https://sa.education.gov.uk/idp/authn/userpassword (the password for this website is the same as the S2S website). This will show the relevant year 2018-2019 2. Click on Download under the Pupil Premium heading on the left of the screen. This will show the relevant year 2018-2019 Page 2 Herts for Learning 2018 Doc Ref DMS060
Introduction 3. The file for the current academic year will be displayed. Right click on the file and choose Save target as (if using Internet Explorer). Choose to save the file to a suitable location, remembering that it contains sensitive information. 4. In SIMS choose Tools > Pupil Premium > Import 5. In panel 1 Premium Type you have the option to select any or all of the Premium Types for import from the following: Deprivation (pre-select by default) Service Child (pre-selected by default) Looked After ( however CLA pupils will only appear if eligible for another type of premium) Adopted from Care 6. Select all of the required types (usually this would be all of them unless you are reimporting a file for a specific pupil or type of premium, or do not wish to include Service children) before continuing. 7. In panel 2 Premium Type to update Pupil Premium Indicator you can then choose which types to use to update only those indicators relating to the Premium Types selected in panel 1 will be available. Again, you would usually tick all available types (unless you do not wish to include Service children). NOTE: If you do not choose to update all the Indicators at this stage, then they can be updated at a later stage via Maintain Pupil Premium (see Page 5). 8. Once you have selected all the required options, click on the Browse icon at the end of the Choose File box in panel 3 Pupil Premium and then locate the previously downloaded CSV file. This will show the relevant year 2018 Doc Ref DMS060 Herts for Learning 2018 Page 3
Introduction 9. Double click on the file (which will be named with your school s DfE number) or select it and click Open. 10. Click Yes at the prompt to proceed with the import then click on the Import button. 11. A list of the pupil details contained in the file is displayed. Note: Start and end dates for Financial Year (FY) will be will be 18/19. 12. The Panel shows the Premium Type for each pupil and so can be used to determine why the pupil is eligible. The Start and End Dates of the eligible period (Financial Year) are also displayed. When the information is saved, the Pupil Premium Indicator will be ticked for the Academic Years that include those Start and End dates. In the above example, the Start date is April 2015 and the End date is March 2016, so the PP indicator will be ticked for both the 2014/15 and 2015/16 Academic years. (You will tick the Pupil Premium Indicator for years 2017/2018 and 2018/2019 regardless of the date on which the import took place. As CLA (Children Looked After) will only be included in the file if they are eligible for another type of premium, you will need to assign the PPI for those pupils either manually (page 7), or through the Maintain Pupil Premium screen (page 5). 13. Click Save to add this information. 14. Any exceptions will be reported on panel 4 Exception Log example on next page. Page 4 Herts for Learning 2018 Doc Ref DMS060
Introduction 15. When matching pupils, the import ONLY looks at the UPN together with the Date of Birth, so any exceptions will be due to mismatch on the Date of Birth. If this is the case, we recommend you check the pupil s DOB again, and if necessary open the CSV file and change the date in the relevant column to match the date in SIMS and then repeat the import process again. 16. You should receive a message in the bottom left of your screen advising the status of the import. Maintaining Pupil Premium This area can be used to review the information imported from the CSV file. However, please note that the pupils who have been assigned directly in their record or by the Bulk Update routine will not appear in this area. 1. Choose Tools > Pupil Premium > Maintain from the menu. 2. Records can be added, removed or updated here. There are various filters available to aid any searches. By default, data for all Academic years is displayed, which will result in some pupils appearing more than once. To display only the current year, you can use the FY Start Date or PP Academic Year 1 filters 3. Click Search to refresh the list after using a filter. 4. You can also sort the list by clicking on any of the column headings (the default sort is by Surname). Click once for Ascending, and twice for Descending. Doc Ref DMS060 Herts for Learning 2018 Page 5
Introduction 5. Although you can still add pupils in this screen, you are restricted by the Financial Year Start and End dates (which only allow you to enter 01/04 to 31/03), so you may prefer to keep the list in this screen as a record of pupils in the DfE file (i.e. those for which you have received funding during that financial year) and manually assigned the pupil as described on page 7 onwards. 6. You could however, add the details of CLA pupils in this screen, as they are not included in the DfE file. To add a pupil click Add from the right hand side to search for a pupil. 7. Click Search to display all pupils in the school or use the filters to search by name, year etc. Once you have found the required pupil either double click on their name or select them and click OK. You cannot select more than one pupil at a time in this screen, so will have to add each pupil individually. 8. Enter the FTE as 1; FY start Date and FY End date (these dates can be typed in or selected from the calendar and should be the same for the imported pupils i.e. 01/04 and 31/03) and the Premium Type. The Academic Years are automatically filled in from the Financial Year start and end dates. 9. By default, saving the information will not update the Pupil Premium Indicator unless the relevant Pupil Premium Indicator(s) are ticked, so you must ensure that you have ticked the box or boxes in the top part of the screen. 10. Click Save and then Yes to save the changes. 11. To remove a pupil that may have been added in error, highlight the record to be removed and click Remove from the right hand side. However, removing a record from this area after changes have been saved will NOT remove the Pupil Premium Indicator flag from a pupil s details and so this will have to be manually changed (see page 8). Click Yes and then Save. Page 6 Herts for Learning 2018 Doc Ref DMS060
Assigning Pupil Premium Manually Assigning Pupil Premium Manually If you have new pupils in school who fulfil the eligibility requirements for Pupil Premium or have an existing pupil who has just become eligible (e.g. has just become eligible for FSM) then they need to be assigned as Pupil Premium for tracking purposes. Although your school may not have received funding for those pupils, they will need to be monitored and tracked in the same way as those for whom you did receive funding. In the next January census, their reason for eligibility will be collected and the appropriate funding allocated by the DfE in the next Financial Year. Assigning via Bulk Update The most effective way of assigning Pupil Premium information in bulk is to import the CSV file from the Key to Success website as previously detailed. However, if you have only a small number of pupils in the file, or need to update a number of new pupils, or if you need to update historical information in bulk, you can do so as follow below. Note: when you assign Pupil Premium in bulk it defaults to assigning the field for the current academic year. If you wish to assign for a previous academic year, you will need to put the Effective date back (any date in the September of that academic year will do.) 1. Go to Routines > Pupil/Student > Bulk Update. Change the Group Type to Year Group, the Group to <ANY> or to a specific Year group and change the Data Item to Pupil Premium Indicator. 2. To bulk update the pupil Premium Indicator for a previous Academic Year, change the Effective Date on the right of the screen to one in that Year, or leave the date as today, and click Search. 3. Click in the Yes column to place a tick against the required pupils. You DO NOT need to tick the No column for children not receiving the premium. If you tick a child by mistake, then click in the box again to remove the tick. 4. Once you are sure you have made the correct selections, click the Save button, and close the screen. Doc Ref DMS060 Herts for Learning 2018 Page 7
Assigning Pupil Premium Manually Assigning to an Individual Pupil If you have only a small number of pupils to assign, or need to remove ticks added in error, then you can manually update on the pupils record as follows. Please remember that the field does not automatically roll over in September, so may need to be reviewed and, if necessary, assigned again in the new academic year. 1. Open the pupil record via Focus > Pupil/Student > Pupil/Student Details and click on hyperlink 9 Additional Information. 2. To assign the Pupil Premium Indicator for the current year (as indicated by the field name) place a tick in the box. 3. You can also add a Note if you wish. For example, if a pupil was previously a Service Child you could note this (as the Service Child field does not have a history) so the reason for receiving Pupil Premium is known. However, please DO NOT put notes re the child being Adopted from Care as this information should NEVER be visible on the pupil record. 4. To assign the Pupil Premium Indicator for previous or future years, click the button at the end of the Notes field. 5. Tick the indicator box next to the appropriate Academic Year. If you tick the box for the next Academic Year, then in September of that year, the box will appear already ticked. 6. Click OK and then Save the record. Please note that the pupils assigned directly via their record, or by Bulk Update will not appear in the Maintain Pupil Premium screen. Searching for Pupil Premium Pupils As well as downloading the latest DfE file from the Key to Success website, you can also search for Pupil premium information for newly arrived pupils in your school. Provided that they were eligible at their previous school (and were returned as such in the January census) then you can view or import their details as with the main file import. 1. Log into the key to Success website as previously described (Page 2) Page 8 Herts for Learning 2018 Doc Ref DMS060
Assigning Pupil Premium Manually 2. Click on Search under the Pupil Premium heading on the left of the screen to display the search options. Tick to confirm that you have read the conditions. 3. Follow the instructions on the screen to enter one or more UPN s into the box, then click Upload UPN s. 4. If results are found, then a file will be created. 5. This file can be opened to view the details, or it can be downloaded and imported into SIMS in the same way as the main file. See page 3 onwards. Doc Ref DMS060 Herts for Learning 2018 Page 9
Pupil Premium Reports Pupil Premium Reports Maintain Pupil Premium report 1. To run a report listing all pupils assigned as Pupil Premium either by importing the CSV file provided by the DfE or by using the Maintain Pupil Premium screen, go to Tools > Pupil Premium> Maintain. 2. By default, data for all Academic years is displayed, which will result in some pupils appearing more than once. If you only wish to report for a particular year ensure that you filter the list first as previously described. 3. Click the REPORT button at the top of the screen. 4. Click the magnifying glass at the end of the Destination Folder box to choose a location for saving the report. IMPORTANT NOTE: this report contains sensitive information, particularly if any pupils are Adopted from Care, and so please take care when choosing the location. 5. After selecting the location click the Report button to generate the report in Internet Explorer (or your default web browser). 6. The report can then be printed if required, or if you are using Internet Explorer, then you can export to Excel by right clicking anywhere in the table and choosing Export to Microsoft Excel. You will then be able to use Excel to sort, filter etc. SITSS Pupil Premium List Report In order to see all pupils assigned as Pupil Premium, either from importing the DfE file or by assigning manually, you can run the SITSS Pupil Premium List report. This will list all pupils assigned as Pupil Premium on a particular date, along with information on whether they are Ever 6 FSM, Current FSM (plus dates), a current Service Child or Looked After. However, it will not identify whether a pupil is Adopted from Care or was previously a Service Child. Page 10 Herts for Learning 2018 Doc Ref DMS060
Pupil Premium Reports The report is initially sorted by Year: if you wish to sort alphabetically by Surname, then click the drop down arrow on the heading of that column and choose sort A to Z. The report shows the number of children in each category, and these number will change if you filter by any of the column headings. If a pupil appears with a Yes in the Pupil Premium column but no other columns, then it is possible they are either an Adopted from Care child, or possibly previously a Service child. Provided that they were included in the CSV file from the DfE, or have been added in the Maintain Pupil Premium screen, then the reason can be viewed in that screen. The pupil Premium Notes field may also be viewed in this report (but will only show if Notes have been added for any pupils). The SITSS Pupil Premium List report was updated September 2017, so if you have an older version, or do not have the report al all, you can download and import it from http://www.thegrid.org.uk/info/traded/sitss/data/pupil_premium/ Doc Ref DMS060 Herts for Learning 2018 Page 11
APPENDIX APPENDIX Frequently Asked Questions. Q A Q A Q A Will I lose out on funding if the Pupil Premium Indicator is not correctly ticked? The Pupil Premium Indicator is for internal school use only, e.g. for tracking progress and attainment, attendance etc. The indicator itself is not collected by the School Census or any other statutory return, so you will not lose funding. Why are there no Children Looked After in the DfE CSV file? The Pupil Premium money for these children is allocated via the Virtual School for Looked After Children. CLA will only appear in the file if they are also eligible for other types of premium. There are pupils in the DfE CSV file receiving the premium for Deprivation that we do not have a FSM history for in SIMS, why is this? A common reason for this is that the pupil has moved school and if CTF s have not been used to transfer data then any previous FSM history may have been lost. You could contact previous schools to ascertain when the pupil was eligible for FSM or you can use the FFT Aspire (if your school subscribes to this) to find out exactly during which term(s) the pupil was deemed as eligible. You could then add the FSM history for that pupil into SIMS. See page 16 for more information. Q Why are there pupils in our SIMS who are showing as Current FSM or Ever 6 FSM, but who are not included in the file? A The DfE CSV file is released in July each year, and contains details of those pupils eligible for Pupil Premium for that financial year (April March), based on the January Census for that year. An updated file is released in November, but is still based on the eligibility from the January Census. If you have eligible pupils arriving in school after January, or a pupil becomes FSM eligible for the first time after January, then they will not be included in the file. However, your school must still assign them as Pupil Premium as they will need to be tracked along with the rest of the group. Please note: the DfE only started collecting FSM period data (i.e. eligibility between Censuses) from Spring 2013. Prior to this, they collected whether pupils were FSM eligible at the time of the Census. So, if a child was not FSM eligible at the exact time of any census prior to 2013, they would not have attracted pupil premium funding. They will however, still show as Ever 6 FSM in SIMS and must be tracked along with eligible pupils. Q A Why is the number of Pupil Premium pupils not the same as the number of Ever 6 FSM pupils when I run the SITSS Pupil Premium List report? Pupil Premium can be assigned for other reasons than Ever 6 FSM so may include Children Looked After (CLA), Service or Adopted from Care Pupils. Page 12 Herts for Learning 2018 Doc Ref DMS060
Q A Q A Q A Q A Q A Q A APPENDIX There are pupils in the SITSS Pupil Premium List report showing as Yes for Pupil Premium, but not for any of the other categories, why is this? If you have imported the DfE CSV file, then you can go to Tools > Pupil Premium > Maintain and see the type e.g. Deprivation (FSM), Adopted from Care etc. otherwise, it is likely that the pupil premium has been manually assigned for a reason, rather than using the Maintain Pupil Premium screen. Why is one sibling in a family not showing as eligible, but others are? One reason may be that during the period that older siblings were FSM eligible a younger sibling was too young (Year N or below) to qualify. I have checked in Solero and a child is showing as Yes on the Universal Free School Meals report. If a child appears with Yes in the Universal Free School Meals Registration report then they are eligible for FSM. They should be recorded as such in SIMS. However, for KS1 children only the FSM Start date should be entered as the first day of the academic year. The end date should also be entered as the last day of the academic year. I have checked in Solero and a child is showing as eligible in the Free School Meals report but is showing as No on the Universal Free School Meals Registration report? SOLERO modified its system in June 2017 and this should no longer be happening. Should I assign Pupil Premium to Nursery pupils in receipt of Early Years Pupil Premium? Yes, if you wish, as they can be tracked in Assessment and other areas of SIMS. However, they will not automatically qualify as Pupil Premium when they move to Reception, unless the reason for being EYPP still applies (e.g. the family is eligible for FSM). A pupil had FSM dates added in error on SIMS and this information was included in one of the termly School Census? The DfE should be notified using this link. https://form.education.gov.uk/fillform.php?self=1&form_id=hgz7nzcsdnx&nologinp rompt=1 Doc Ref DMS060 Herts for Learning 2018 Page 13
APPENDIX SOLERO Reports In order to keep track of which pupils are eligible for Free School Meals, check the following reports in SOLERO. Free School Meals Report This report shows pupils who are eligible, and their dates. This report will also show pupils who have ceased to be eligible. Please note that there is no need to put End Dates in SIMS unless the pupil ceases to be eligible. Universal Free School Meals Registration Report This report also shows eligibility for FSM, but only for Infant pupils. If the pupil has a Yes in the Additional funding column, then that indicates they are eligible for FSM. Prior to June 2017 an Infant pupil could appear on either the Universal Free School Meals Registration Report or the Free School Meals Report. Appearing on either report deemed Page 14 Herts for Learning 2018 Doc Ref DMS060
APPENDIX that pupil eligible for FSM. SOLERO made modifications in June 2017 and this should no longer be happening. Early Years Pupil Premium Outcome Report This report is no longer available on SOLERO, but as all information on funding for Early Years is now on the EY FEE portal please contact at: fee@hertfordshire.gov.uk Doc Ref DMS060 Herts for Learning 2018 Page 15
APPENDIX Using FFT Aspire to Determine FSM History Provided that your school subscribes to FFT Aspire, you can use the following method to ascertain the exact term or terms when a pupil was deemed to be FSM eligible. 1. Login to FFT Aspire at https://fftaspire.org (please note that previous login details for FFTLive will not work). 2. Once logged in, click on student explorer at the top of the screen. 3. You will see some boxes at the top right which allow you to filter by Key Stage and then by Year. Click on the boxes to make your choices. 4. You also need to click on Term tracker in order to see a detailed summary. You can change Year at this point too if necessary. Water s Edge School John Smith 5. The first pupil in the chosen Year is displayed. To change to a different pupil, you can use the blue arrows, or type the name into the Find another pupil box. John Smith 6. Scroll down the screen to see a detailed information on not just FSM, but also Page 16 Herts for Learning 2018 Doc Ref DMS060
Attendance, SEN, SEN Needs Types, Ethnicity and First Language. APPENDIX 7. As you can see from the screenshot above, this particular pupil became FSM in the Spring 2015 term of Year 2. If they were not at your school at this point, and you do not have any FSM history at all for them, then you could enter these dates into SIMS into the Eligible for Free Meals box which is found in the Dietary panel on a pupil record. This would then ensure that they show as Ever 6 FSM when running reports. If using Dinner Money, please ensure that you ONLY add FSM History dates that are before the pupil s date of arrival in your school and that are not in the current Academic Year. Doc Ref DMS060 Herts for Learning 2018 Page 17