ADDITIONAL NOTES FOR THE DEPARTMENT OF EDUCATION STATISTICAL
RETURN 2015/16
COLLECTING INFORMATION
Parents must be given the opportunity to provide the school with the information required for the
school census in a confidential environment. It is suggested schools ask parents to complete a form
based on the template available on SIMS (Pupil Data Collection Form).
Special arrangements may need to be made by the school, to enable parents with particular needs to
provide the necessary information. This may include arranging an interview in the case of a parent
who cannot write, such as a visually impaired parent, or an illiterate parent, providing translation for
a parent who does not have adequate English skills to complete a form, or other arrangements as
necessary.
Schools are asked to ensure that they comply with the provisions of the Data Protection Act 1998 in
collecting information in relation to pupils, in that they should inform parents that data collected by
the school may be shared with other education bodies, such as the Department and EAs. The
purpose of the data collection should be clearly explained to parents, i.e., to enable collective,
anonymous statistical analysis and for the allocation of funding. Parents should be assured that DE
removes names from the final census datasets, and that small numbers relating to sensitive
information are never published.
Schools should not collect the data is such a way as to single out any child (such as asking all pupils
openly in a class), but should be sensitive to issues surrounding identification of ethnicity, religion,
employment as service personnel and others.
1
1.
PUPILS TO BE INCLUDED IN THE STATISTICAL RETURN
All pupils on the school roll, whether or not accommodated in the school premises, should be
included in this return. This includes each child who is a registered pupil in the school on 9 October
2015 - (see: Registration and Attendance of Pupils SR 1974/78) and who has attended for at least one
day.
2.
SPECIAL NEEDS PUPILS
Schools should refer to the booklet ‘Guidance for schools – Recording Children with Special Education
Needs’.
Statemented Pupils - this refers to pupils for whom a statement of special educational needs is being
maintained by the Education Authority under the provisions of the Education (NI) Order 1996, i.e.,
those pupils at Stage 5 of the Code of Practice in the Identification and Assessment of Special
Educational Needs, 1 September 1998.
Please note that pupils with a statement of special educational need may be educated in learning
support centres or in mainstream classes.
Under the new coding system, children at Stages 3, 4 or 5 must be recorded at the more detailed level
of classification. Children at Stage 1 or 2 of the Code of Practice need only have their Special
Educational Needs recorded at the higher level of classification. However, this should only be done as
a last resort, where it is not possible to record children’s needs at the more detailed level.
Pupils’ individual special educational needs are allocated a number. The pupils’ primary need should
always have a 1 corresponding to it. This is something to be particularly careful of in cases where
pupils’ needs change year on year.
For individual need types, the following is a list of frequent errors when recording SEN:
Pupils recorded as having both autism (AUT) and Asperger’s
(ASP)
Pupils should be recorded as one or the other
Pupils with severe/profound hearing loss (SPHL) and
mild/moderate hearing loss (MMHL)
Pupils should be recorded as one or the other
Pupils that are blind (BL) and partially sighted (PS)
Pupils should be recorded as one or the other
Pupils with more than one of the following needs: mild
learning difficulties (MILD), moderate learning difficulties
(MLD), severe learning difficulties (SLD) and profound and
multiple learning difficulties (PMLD)
Any individual pupil should only have one of
these four needs recorded
Statemented pupils that have mild learning difficulties (MILD)
as their only need type
This is incorrect. Please double check the
pupil’s statement for the correct need(s).
There are instances of moderate learning difficulties (MLD)
mistakenly being recorded as mild (MILD) and vice-versa.
Please ensure that MLD is correctly used as
the code for moderate learning difficulties.
2
As part of the Department’s validation checks, schools that have any of the above errors will be
contacted to double check the SEN needs data supplied.
3.
TRANSIENT SCHOOL POPULATION
Children of service personnel are children whose father or mother is not normally resident in
Northern Ireland and is a member of the UK armed services who has been posted here for a period
that is scheduled to last no less than 2 years.
The number of children of service personnel who are in attendance on 9 October 2015 should be
recorded. Parents should be reassured that this data item is not for use by MOD, or by DE, to identify
any individual child.
Schools should not collect the data in such a way as to single out any child (such as asking all pupils
openly in a class) but should keep in mind sensitivities of privacy and personal security, about which
many Service families will have strong views.
4.
COUNTRY OF RESIDENCE
Children not domiciled in Northern Ireland are those children who are resident in the Republic of
Ireland or elsewhere, who are enrolled in a school in Northern Ireland. It is important that schools
record the appropriate country of residence for each pupil.
5.
FREE SCHOOL MEALS ENTITLEMENT
Record if pupils are entitled to free school meals whether or not meals are provided.
Note that pupils should only be recorded as being entitled to free school meals where the following
circumstances apply:
A pupil is to be regarded as entitled to free meals only on receipt of notification from the
Education Authority, or, in the absence of such notification, in the following situation:
on transfer from another school, where written confirmation has been received from the
previous school that the pupil has a current free meal entitlement.
Please note that validation will be made against the EA’s Free Meals section for accuracy.
Free school meal entitled pupils must be entitled as of 9th October 2015. Any pupils entitled after this
date should not be marked as a free school meal pupil on your census return.
6.
GENDER
3
Please ensure that all pupils in your school have their gender recorded.
7.
ETHNICITY
Please ensure all pupils in your school have their ethnicity recorded. Parents, and not schools, should
identify the ethnicity of their children, either written or orally (agreed with parent).
Irish Travellers are defined as pupils who belong to the Irish Traveller Community, whether they live a
nomadic/mobile or settled/ housed lifestyle. Some Irish Traveller children may move schools several
times during the school year and many arrive late in the school term; therefore schools can record
the enrolment of a Traveller child for census purposes until 9 October 2015.
Roma describes children from the Roma community, who are a traditionally nomadic ethnic group
spread through the world but concentrated in Europe. Roma should not be confused with Romanians,
who are nationals of Romania, although a Roma child could hold Romanian nationality, or any other
nationality. Roma children are likely to speak both Romany and another European language, but often
have significant difficulties with English and may therefore also be classifies as ‘Newcomers’, as well
as children of the Travelling community.
As part of the Department’s validation checks, schools that have high numbers of pupils listed as
“other non-white” will be contacted to check if there is not already a more appropriate ethnicity
category specified. It is therefore important that ethnicity is as complete as possible.
8.
RELIGION
Please ensure all pupils in your school have their religion recorded.
As part of the Department’s validation checks, schools that have high numbers of pupils listed as
“unclassified” will be contacted to check if the religion of these pupils is available.
9.
PUPIL PROJECTIONS
Please enter the total number of pupils in each year group that you expect to have enrolled in your
school in October 2016. When projecting for Year 13, include only those pupils you expect to have in
lower sixth, based on past trends in your school. Please exclude pupils repeating GCSEs only - they
should be included in Year 12 projections.
Please include pupils in learning support centres.
10.
‘LOOKED AFTER’ CHILDREN
Please record ‘responsible Trust’ and ‘accommodation type’ details for pupils in care (looked after
children) attending the school at 9 October 2015. Include children defined in ‘The Children (Northern
Ireland) Order 1995’, ie, ‘a child who is looked after by an authority is a reference to a child who is—
4
(a) in the care of the authority; or
(b) provided with accommodation by the authority.’
This includes children who are fostered.
As part of the Department’s validation checks, schools that have high numbers of looked after pupils
whose accommodation type is listed as “other” will be contacted to check their accommodation type.
11.
NEWCOMER CHILDREN
(i)
A Newcomer pupil is one who has enrolled in a school but who does not have the satisfactory
language skills to participate fully in the school curriculum, and the wider environment, and
does not have a language in common with the teacher, whether that is English or Irish. These
pupils were previously referred to as English an Additional Language or EAL pupils. This
designation does not refer to indigenous pupils who choose to attend an Irish-medium school
or Unit. That circumstance is dealt with under the Irish medium education policy.
(ii)
Pupils who have a language other than English as their first language, who do not meet the
criteria for designation of a pupil as a Newcomer, should NOT be recorded as Newcomer
pupils, though they may have their home language recorded as other than English, if
applicable.
(iii)
The ‘Home Language’ field should NOT be used simply to record nationality.
(iv)
It is important that schools fully utilise the list provided in the ‘Home Language’ field in
classifying the first language of children.
(v)
Please note the DENI Census Validations will produce warnings for any pupils whose Start
Date is more than 3 years ago. However, after this initial 3 year period the school may
consider that a pupil still requires additional support and should continue to be designated as
a Newcomer pupil. If this is the case, an assessment against the Common European
Framework of Reference (CEFR) MUST be carried out to provide evidence that the child still
meets at least one of the criteria to be classified as a Newcomer. Any queries regarding
assessing Newcomer pupils should be directed to the Inclusion & Diversity Service. A copy of
any documentation involved in this process must be kept at the school for audit purposes.
12. CHILDREN WITH A DISABILITY
This field should be completed for children who have been assessed by a medical professional as
having a disability, whether or not they have special educational needs. Under the Special
Educational Needs and Disability Order, schools have duties to ensure that pupils with disabilities are
not placed at substantial disadvantage to other children in the education they receive.
The definition for disability is that a child ‘has a disability if he or she has a physical or mental
impairment which has a substantial and long-term (has or is likely to last 12 months or more) adverse
effect on his ability to carry out normal day-to-day activities’. A detailed definition is provided in the
School Census documentation on the DE website.
5
13.
CHILDREN WHO ARE BOARDERS
This field should be completed for those children who board at a school.
14.
KEY STAGE 2 ASSESSMENT DATA
Please ensure all Year 8 pupils are assigned the level that their primary school assessed them to be at.
Where there was no Key stage assessment available, e.g., where the pupil was exempt under SEN,
please record the appropriate code. To assess a post-primary school’s funding allocation under the
educational attainment element of the TSN factor, we rely on the accurate and timely transfer of Key
Stage 2 data from feeder primary schools to the relevant post-primary Principal. If, as a post-primary
Principal, you have not received these records, you should contact the Principal of the relevant
primary school(s) as quickly as possible in order to obtain this information. Every effort must be
made to obtain a level from relevant primary school(s) where the assessment is unknown. Primary
schools have been reminded of their legal obligation to pass this information on to post-primary
schools.
Similar data in relation to Key Stage 3 assessment results will be sought from Senior High schools on
Year 11 intakes and feeder schools must ensure that this Key Stage 3 data is transferred with the pupil
and is made available in a timely manner to allow Senior High schools to provide accurate data for
funding purposes.
As part of the Department’s validation checks, schools who have any pupils whose key stage 2 results
are listed as “unknown”, or who use an invalid exemption code for a pupil will be contacted to check
if this data is correct.
15.
PUPILS REPEATING GCSEs
Pupils repeating GCSEs should be included in Curriculum Year 13, even if the pupil is educated in a
Year 12 class.
16.
LEVEL OF STUDY
Schools should ensure that appropriate course classifications are recorded for post year 12 pupils, as
these are used in calculation of level of funding in relation to those pupils. The appropriate level for
courses can be verified at www.accreditedqualifications.org.uk .
17.
EXAMINATION RESULTS
Please ensure that all examination results obtained by all pupils are entered on to the system. In
particular, please ensure that any examination results for pupils transferring into the school are
entered onto the system.
6
18.
MIGRATION
Please record only
(a) the number of children now at your aschool, who came to live in Northern Ireland during the
2014/15 academic year; and,
(b) the number of children who were at your school during the 2014/15 academic year, but who
have left Northern Ireland to live elsewhere (including Great Britain, the republic of Ireland,
or elsewhere).
19.(A) CHILDREN ATTENDING LEARNING SUPPORT CENTRES IN OTHER SCHOOLS OR SCHOOLS ON A
PART TIME OR TEMPORARY BASIS
When pupils are enrolled in post-primary schools and subsequently attend a learning support centre
in another school, or are educated off-site, on a part-time or full-time temporary basis, the core
presumption must always be that they are registered to, and will subsequently return to the main
school.
For Census purposes, they will be counted as enrolled in their original (main) school. For example,
where a pupil is registered at a post-primary school, but attends a learning support centre elsewhere
2 days a week, or attends 5 days a week, for census purposes, they will be counted as a pupil of the
original (main) post-primary school.
The Common Funding Scheme makes provision for adjustments for pupils transferring in and out of
special provision/EOTAS. In both sets of circumstances outlined, funding authorities will adjust
funding levels for schools on an appropriate basis.
Similarly, where a pupil has been placed in a special school for the purpose of a statutory assessment
under Article 15 of the Education (NI) Order 1996, for the duration of the assessment, that pupil will
be counted against the original (main) school for census purposes.
Pupils to whom these circumstances apply should have their registration status recorded as ‘main –
dual registration’, in line with the school circular 2010/08, ‘Guidance on the enrolment status of
pupils, including those subject to SEN referrals, using dual registration’.
19. (B) SCHOOLS WITH LEARNING SUPPORT CENTRES
A Learning Support Centre (special unit) means a unit that has been approved by the Department of
Education for the purpose of making educational provision for pupils with special educational needs.
Where a school has a learning support centre, it should record details for all pupils in that unit on 9
October 2015. Where a pupil is still registered with another school and has been placed in the
learning support centre on a part-time or full-time temporary basis, they should have their
registration status recorded as ‘subsidiary – dual registration’, in line with the school circular 2010/08,
‘Guidance on the enrolment status of pupils, including those subject to SEN referrals, using dual
registration’
7
20.
CHILDREN EDUCATED OFF-SITE BUT NOT IN A SCHOOL
This refers to pupils who are required to be registered with a school, but who are educated off-site,
but not in another school, on a full-time basis. Examples of such pupils may be those who attend
AEPs, or those who attend EOTAS. It does not refer to children who have been placed temporarily in
special schools or learning support centres.
21.
TRAVELLER ACCOMMODATION
This section only applies to those schools that have Traveller or Roma pupils enrolled.
The accommodation type of Traveller and Roma pupils should be recorded, based on information
provided by the parents/carers. The four categories are: Social Housing, Authorised Site,
Unauthorised site, Side of the Road, Other. This information must be entered in order to record the
pupil’s details. For further details, see annex A.
22.
ZERO-RATED PUPILS
Where pupils are to be zero-rated for LMS purposes, primary and post-primary schools should, when
they make their census return, include these pupils in their return, but send an email to DE Statistics
and Research Team, statistics@deni.gov.uk, listing the Unique Pupil Number (UPN) and name of each
pupil to be zero-rated. They should also inform their EA region/funding authority about any zerorated pupils.
Zero-rated pupils are those pupils who are not admitted legally to a school, i.e., those pupils who do
not meet the following criteria:




Pupils admitted within the permanent admission and/or enrolment numbers approved by the
Department of Education, for the year in question;
Pupils admitted additionally to the admission and/or enrolment numbers, where such
admissions have been approved, prior to admission, by the Department of Education, for the
year in question (known as temporary variations);
Pupils admitted over and above the admissions and/or enrolment numbers and, who hold a
statement of special educational need;
Pupils admitted on: the direction of an appeal tribunal; a school attendance order from the
Education Authority, under Article 42 of the Education (Northern Ireland)1996 Order; or, (in
the case of post-primary schools) the Exceptional Circumstances Body.
23. PUPILS IN RECEIPT OF UNIFORM GRANT
All schools should ignore this section; this information is not a requirement for the 2015/16 school
census. This is a development for future years.
8
24. Personal Education Plan (PEP)
This refers to ‘Looked after children’ only – The Department wants to ensure that Personal Education
Plans are in place for this group. Please indicate if there is an agreed Personal Education Plan in place
for all Looked after Children who are registered in the school on 9 October 2015. Please see DE
circular 2011/24 for further information.
25. Sure Start
As part of the 2015/16 school census, data is being collected on the Sure Start Programme,
specifically:

if a pupil was previously registered with a Sure Start project; and

if a pupil previously attended a Sure Start Developmental Programme for 2-3 Year Olds.
These details will need to be recorded electronically for each Year 1 child who is registered in the
school on 9 October 2015. Please see DE circular 2015/20 ‘2015/16 School census – SURE START
DATA COLLECTION’ for further information.
If you are unsure how to do any of the above, please contact the C2K helpdesk on 0870 6011666.
9
ANNEX A
Social Housing This describes any public sector housing (Housing Executive or Housing
Association) and includes Grouped Accommodation, which are residential housing developments with
additional facilities and amenities specifically designed to accommodate extended families of
Travellers on a permanent basis.
Authorised Site This describes a wide range of managed accommodation where Traveller families
have a permanent base to park their caravan or erect timbre framed sectional building where
electricity, water and sewerage is provided and where other facilities such as communal or individual
amenity units (providing toilets, washing and daytime living arrangements) may be provided. This
category also includes transit sites, which are official sites for nomadic Travellers offering basic
amenities; surface pitch tarmac, wire fencing, drainage, water, portaloo and sewage, waste disposal/
collection, co-operated sites, which are sites on land owned by Government Departments where
Travellers are located on a temporary basis and private sites which are rented or owned by
Travellers.
Unauthorised site A site on which Travellers do not have permission to live and is unlikely to have
amenities such as running water, sanitation and rubbish collection.
Side of the Road This refers to a mobile unit, or a group of mobile units parked at the side of the
road.
Other This category includes privately rented or owned home, homeless accommodation and any
other which does not fit into the categories above. This category should not be used if the type of
accommodation is unknown.
10