eastsussex.gov.uk
Schools Application Support
Supporting schools in delivering next generation learning...
SAM
(Schools Admissions Module)
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sas@eastsussex.gov.uk
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Where appropriate for data entry purposes, the graphics used in this document
match the training data recommended for use on the course. Where the graphic
is an example of what might be expected when using certain areas of the
software, the training data may not be an exact match.
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Schools Applications Support Team, East Sussex County Council, 4th Floor, St
Mary’s House, 52 St Leonards Road, Eastbourne, East Sussex BN21 3UU
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SAM (Schools Admissions Module)
Contents
Introduction ......................................................................................................4 Introduction ..................................................................................................4 Objectives ....................................................................................................4 Overview ......................................................................................................4 Requirements ...............................................................................................4 Logging In ........................................................................................................5 Choosing Admission Round.............................................................................6 Round Management ........................................................................................8 Home Page Overview ....................................................................................10 Vital Statistics.................................................................................................11 Total Applications .......................................................................................11 Total Applications on Waiting List...............................................................11 Total Accepted Applications .......................................................................12 Total Withdrawn Applications .....................................................................12 Selecting Criteria (AA Schools Only) .............................................................13 Ranking Applicants (AA Schools Only) ..........................................................14 Creating a List Position (AA Schools Only)....................................................18 Moving from unranked to ranked................................................................18 Unassigning criteria....................................................................................19 SEN/Looked After Child Status ..................................................................20 Viewing Applicant Details ...........................................................................20 Explanation of Application Reference Number ...........................................21 Verifying Addresses .......................................................................................22 Sibling Confirmation.......................................................................................25 Parent Acceptance.........................................................................................27 Rank Waiting List (AA Schools Only).............................................................29 Reports ..........................................................................................................31 View Final Offers ........................................................................................32 View Waiting List ........................................................................................32 Waiting Lists For in Year Applications ........................................................32 View Leavers..............................................................................................34 View Withdrawals .......................................................................................35 Query Preferences .....................................................................................35 Query Preferences - Place Accepted (Offers) ............................................36 Query Preferences - Place Requested (Waiting List) .................................36 Query Preferences - Place Withdrawn (Discarded/Parent Discarded) .......37 Exporting Files ...............................................................................................38 Exporting to CTF/ATF ................................................................................39 On Roll Date ..................................................................................................40 Setting Up Criteria (AA Schools Only) ...........................................................41 Setting Up Bands (AA Schools Only).............................................................43 Frequently Asked Questions ..........................................................................44 Appendix – Explanation of Preference Statuses............................................45 SAM Course Booklet – East Sussex Schools Application Support
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Introduction
Introduction
SAM (Schools Admissions Module) is a secure online tool to enable staff
working within schools easier, faster access to pupil applications throughout
the year.
Objectives
By the end of this documentation users will have the skills necessary to use
SAM in a school office environment.
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Finding your way round SAM
Change admission round
Viewing pupil application information to verifying data (e.g. sibling connection,
addresses)
List of applicants whose application has been withdrawn/discarded/declined
etc
Year 6 leavers and their destination/offered school
List of applicants on waiting lists
Updating school on roll numbers
Export data to Excel
Running basic reports from SAM
Export data into SIMS.net using CTF/ATF export facility
Overview
The school office is the hub of day to day pupil data management. Using a typical
scenario, the course takes a new user through the main procedures for managing
and maintaining accurate data within the SAM System.
Accurate data can both inform school strategies and support a wide range of
school management activities including processing statutory returns
Schools are required by the Local Authority to assist in the Authority’s statutory
requirements to provide a co-ordinated admissions service for primary and
secondary age children. This includes Reception Intake, Year 2/3 transfers,
Year 7 Intake and all In Year applications.
Delegates may also wish to consider:
• SIMS EOY Primary Course
Requirements
This documentation is aimed at new users of SAM in the school office, new
recruits or staff with responsibility for managing the admissions in schools. No
previous knowledge of SAM is required. It would be useful for users to have
knowledge of the general admission procedure in East Sussex schools.
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Logging In
Open Internet Explorer and type the link given to you by the Schools Admissions
& Transport Team into the address bar.
NOTE: It is advisable to save the web address link as a favourite as it is case
sensitive, and will then be available for quick and easy access next time. (To
add a favourite, once you have the website open, go to the top menu and click
on Favourites/Add to Favourites/Add).
Enter your Username and Password (these are case sensitive). These are issued
by the Schools Admissions & Transport Team. If you require a reminder, please
contact them.
If you enter an incorrect username and/or password you will get the following
message. Click on close and re enter the information.
Once you have successfully entered your Username and Password you will be
taken to the Main Page.
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Choosing Admission Round
Once logged in, the Main Page will be displayed. Here you can choose the
required Admissions Round or update your schools on roll/vacancy numbers via
the Round Management option.
Click on the drop down arrow to reveal the Admission Round options, then click on
the round you wish to select. Each year group has its own Admissions Round.
NOTE: Please ensure that the School name at the top left of the screen relates
to your School. If it does not please close the application and inform the
Admissions Team immediately.
Once you have chosen the round, you will automatically be taken to the Home
Page.
The chosen Admission Round will appear at the top of the page beside your
School name.
Notice there are four links at the top right of the screen.
•
The Help link will
•
The Support link will
•
The Change Round link will
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•
The Logout link will log you out of SAM. It is advisable to also close the
Internet Explorer window for extra security.
Once you enter the system you will also have the option to return to this screen by
clicking on the Home option.
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Round Management
The Round Management screen enables Schools to provide their up to date
attendance counts via SAM to the Local Authority. This process is an important
part of the system.
Click on the Round Management link on the right hand side of the screen.
This will open the Round Management page.
This page allows you to amend the Attendance Count and the Number of Places
Available, however only those rounds with an Edit button in the left hand column
are available to update. These permissions are set by the Local Authority.
Attendance Count is the total number of pupils attending the school and
currently on roll.
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You will need to update this as and when new pupils are admitted to the school
following an offer from the Local Authority. You will also need to update this
with any leavers.
No. of Places Available is the number of places that the school has for each
year group. This is usually the same as your PAN (Planned Admission
Number). It is not your vacancy numbers. The option to update this column
may not be available to schools.
To update the numbers, click on the Edit button which is found in the first
column on the left hand side, on the row of the round that you wish to update.
Once your new attendance count has been entered, click on the Save button
(blue disk icon) to save your changes. These figures automatically update the
Admissions database.
If you wish to cancel your changes, click on the Delete button (red cross icon).
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Home Page Overview
The Home Page is divided into five main sections.
Vital Stats holds statistical information regarding applications made to your
school. This can be useful for schools who wish to monitor the interest in their
school and possible financial planning.
Applicants enables you to view the applications in detail. It is also for own
Admissions Authority (AA) Schools to rank using their own oversubscription
criteria.
Files allows the import and export of data. Once your School has permission to
view the Final Offer List you will be able to export a Common Transfer File (CTF)
or an Admissions Transfer File (ATF), which can be imported into SIMS.
Reports is used to produce various reports all of which can be exported to Excel
should you wish to manipulate data or produce mailing lists.
Setup is for schools that are their own admissions authority and set their own
oversubscription criteria. The criterion is recorded here ready for ranking
applicants. This section is also for those schools that use banding as well as
criteria and allows for this to be set up prior to ranking.
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Vital Statistics
The information you find within the Vital Stats area of SAM is automatically
updated as applications are input by the Local Authority. To view the statistics for
each section, click on the downward arrow
button alongside the wording, this
expands the statistics for the option you have chosen.
Total Applications will show how many applications have been received for your
school and what their preference was.
In the example below of the 606 applications received, 285 expressed it as a first
preference, 194 as a second.
Total Applications on Waiting List will show information about the applicants on
your waiting list and what their preference was. At the beginning of the process all
applicants will display on this list.
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Total Accepted Applications will show information about the offers that were
made after allocation and what their preference was.
In the example below, of the 264 places offered, 246 expressed it as a first
preference and 9 expressed it as a second preference.
Applicants listed against unplaced are those that are directed to your school as
their catchment or next nearest during the allocation process.
Total Withdrawn Applications will show information on applications that have
been withdrawn and what their preference was. This shows the movement of the
applicants during the allocation process.
In the example below, 286 applications were withdrawn. Some of these will be due
to the allocation process and the ability to offer a higher preference and some will
be parental decisions.
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Selecting Criteria (AA Schools Only)
(For AA schools) You will now have to give each applicant Criteria using the
Criteria that the Local Authority has previously set up on your behalf. You will
have to assign these criteria in order to generate a list of applicants ready for the
allocation process.
Schools that use Banding as well as Criteria will need to input the band that they
are going to rank first. This has to be indicated on the Home Page before moving
to the section View Rankings.
Schools with Banding will have to repeat the same process for each band that
they have set up.
The Home Page will display an additional drop down box entitled Select Band
(see example below). It is necessary to complete this box, before you can rank.
Failure to input a band will produce an error message prompting you to do so.
NOTE: This box does not appear if your school does not use banding.
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Ranking Applicants (AA Schools Only)
The Applicants part of the Home Page is where you manage your schools
Applicants list.
To allocate places based on your Criteria, click on the View Rankings Link. The
following screen will be displayed.
This is a list of all applicants who have requested your school and that are
unranked.
To display all applications (75 applicants is the default setting) click on the All
radio button.
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To add to the fields displayed in the screen, click on the Display Options Link
and the screen (below) will be displayed
Tick the boxes of the fields you wish to display. For example, if you wish the
Applicant’s Gender to appear tick the gender box. If you prefer not to see these
additional fields ensure the boxes are un-ticked. Click Save to accept and the
chosen fields will display in your screen.
NOTE: Any applicants that remain on your ‘unranked’ list when the allocation of
school places is run in Admissions will not be included in the allocation process.
There are four different ways to input criteria against an applicant in SAM.
Option 1
Choose the criteria in the drop down box under Default Criteria (this will default to
the highest criteria) then select each applicant by clicking on the Criteria box to
the right of the applicant’s name.
The box will populate with the default criteria, the box in the Select column will
automatically be ticked and the record will turn red to indicate that it now has a
criterion.
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Option 2
Choose the appropriate Criteria by clicking in the Criteria drop down box (to the
right of the applicant’s name) and selecting each criterion individually.
Once again the record will turn red and the box in the Select column will be ticked.
NOTE: If the school receives a substantial amount of applications they may not
wish to rank in this way as it could be quite time consuming assigning one at a
time.
Option 3
Choose the criteria in the Default Criteria box and click in the box in the Select
column to the left of the applicant’s name.
Please be aware that this does not populate the criteria box with the criterion.
This will result in all records only receiving a tick in the Select box column. Only
use this method if you are completely confident about your selections.
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Option 4
Schools are able to rank outside of SAM by clicking on the Export to Excel link
when in the unranked screen.
As with all exports to Excel from SAM, further fields can be exported by clicking in
the Export all Fields box before exporting the file. Once exported schools can
manipulate the data as required.
The export will have two additional columns, Position and Criteria which you can
assign criteria in the spread sheet. Once all pupils have been assigned, the
completed Excel document can be imported back into SAM.
The import will automatically update all the applicants with their criteria and list
position.
If using this fourth option, do not alter the headings in Excel as SAM will look for
these to import the file back into SAM. Schools can only import a file once.
NOTE: For schools that use bands the import is one per band.
imports will overwrite the last import.
Any further
If schools choose to use this option please ensure that any unranked applications
still outstanding when the file is imported are ranked in SAM and new list
positions generated.
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Creating a List Position (AA Schools Only)
Moving from unranked to ranked
To assign applicants, click on the Assign Selected link. This will assign all those
applicants that have been given a criterion and have a tick in the box in the Select
column.
The assigned applicants will disappear from the Unranked List and only
unranked applicants remain displayed. To view the Ranked List, change the
radio button from Unranked to Ranked.
A list of ranked applications will then be displayed.
To give your applications a list position based on criteria, click on the Generate
List Positions link.
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The following warning message will appear in the middle of the screen.
As we are automatically assigning the position based on criteria, click Confirm
Update Positions. The screen will refresh and look like the one shown below.
You can make adjustments to this list by manually changing the positions in the
first column and saving your list positions.
It is possible to make amendments to the list up until the deadline given by the
Local Authority (LA).
NOTE: If you make manual amendments and then click ‘Generate List
Positions’ again, the previous warning message will be displayed to confirm
that manual amendments will be overwritten.
Unassigning criteria
If you feel that you have ranked an applicant under the wrong criteria or there is
an amendment to an application resulting in a different criteria requiring assigning,
you can unassign a ranking.
Open the ranked list and select the applicant(s) and unassign using the Unassign
Selected button. This will put the applicant(s) back on the unranked list and you
can re-assign.
IMPORTANT NOTE: The UNASSIGNING ALL link will unassign all ranked
applicants. Only do this if you wish to re rank all of your applicants.
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SEN/Looked After Child Status
In order to ensure that you assign the correct status against applicants who are a
Looked After Child or have an SEN Status the school will need to filter the
applications using the SEN or Looked After filter tick boxes.
If you are in any doubt whether to assign either or both of these statuses, please
contact the Admissions Team for further verification.
When an application is received by the Admissions Team they will (if the form
indicates SEN/Looked After status) either accept or reject on the basis of
information from the SEN Team or Looked After Children Services.
For on-line applications the LA will validate (where possible), with the relevant
teams, where it is indicated that the applicant is a ‘Looked After Child’ and/or has
a ‘statement of special educational need’ and will reject if necessary.
Viewing Applicant Details
To view further details about the Applicant, such as name, address, school, sibling
etc, click on the row for the applicant you wish to view.
The Details box will open. To close click on the cross in the top right hand corner
of this window.
Whilst the information displayed in this box is extremely useful it is still the
responsibility of own admission authority schools to confirm that the information is
correct and rank accordingly.
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Explanation of Application Reference Number
The application reference is created by the inputting of the application and is a
standard setup used by all Local Authorities.
The first three numbers signify the local authority area that the application
originates from. For example 845 will indicate that the application originates from
East Sussex LA.
The next four digits indicate the year of application and the following two digits the
month the application is received.
For all Reception intake, transfer from Infant to Junior school intake and Year 7
intake the month will be 09 (September).
For In Year applications each month will have an additional ‘50’ in the application
number ie January will be 51, February will be 52, March will be 53 and so on.
The letter signified how the application was received:
K = paper application
E = on line application
B = batch application (scanned into database as a batch)
The final six digits are a unique set of figures generated when the application is
input and is unique to the applicant.
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Verifying Addresses
SAM has the ability for schools to verify addresses for applicants who have
applied for a school place. Primary schools can verify addresses for their Year 6
pupils who are applying for a secondary school (year 7) place. Infant schools can
verify addresses of applicants for their Year 2 pupils who are applying for a junior
school (Year 3) place.
In order to verify the addresses you must select the correct round on the Main
Page. To verify Year 6 addresses, you must choose the Year 7 round on the main
page. Infant schools need to choose the transfer to junior school round.
Once you have chosen the correct Round click on the View Indicators/On Roll
Date link in the Applicants Section.
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Once the screen refreshes the screen below will be displayed.
In order to verify addresses, click the Address Verification button, and then click
on the Search link on the right hand side of the screen
The screen will refresh as shown below.
To edit the record, click on the Edit Icon
Check the Address Verified Box and the record will change to red.
Click on the Save button (floppy disc icon) to save changes or to cancel the
changes click on Cancel (cross icon)
The Screen will revert to the previous view but the amended record will now have
a tick in the Address Verified Box and will move to the bottom of the list ready for
the next record to be actioned.
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Once an address is verified the information is relayed to the Admissions Database
and inputs a tick against the Application Address in the Database.
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Sibling Confirmation
If a parent indicates that the Applicant has a sibling at the school it is possible for
the school to verify it using this screen. Click on the View Indicators/On Roll
Date link.
Instead of searching on Address Verification (previous chapter), click on Sibling
and then click Search.
The Screen will refresh and only the pupils whose parents have informed the LA
that they are applying using sibling criteria and the name of the sibling will be
shown on the list. The default setting for all records at this stage is N/D (which
indicates ‘No Decision’ has been made)
To edit the record, click on the Edit Icon. It is then possible to edit the Sibling
Confirmation and the Sibling Confirmation Reason.
Choose to Accept/Reject in Sibling Confirmation from the drop down box.
Use the Sibling Confirmation Request Box to type in the reason why it has been
rejected (a free text box). It is not necessary to input any data in this box if you
have accepted the connection.
Please remember that a sibling is a child who lives at the same address as stated
on the application and will be on roll at your school at the time of admissions (i.e.
Year 6 pupils at primary schools are not accepted siblings as they will not be on
roll).
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The record must then be saved using the Save button. The actioned record drops
to the bottom of the list ready for the next record to be edited.
Once saved the Admissions Database is automatically updated with the
information. This is an important process as most schools use sibling connection
within their oversubscription criteria and failure to update correctly may mean the
wrong criteria/rule is applied.
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Parent Acceptance
Once the Local Authority (LA) has activated View Final Offers, you will see all the
applicants who have been offered a place at your school. (For In Year offers
please look under Query Preferences)
Once a reply slip is returned to the LA, the offer will be updated to parent
accepted. If a parent declines, the LA will remove the offer and the applicant will
no longer display on the offer list. The LA will email the relevant school and inform
them of the parents’ decision.
Schools have the ability to accept a school place via SAM using the Parent
Acceptance screen in View Indicators/On Roll Date. This is useful for AA
schools who offer places to applicants who do not reside in East Sussex LA and
external authorities do not use reply slips, but ask their parents to contact schools
with a verbal acceptance.
The information input automatically updates the Admissions database.
NOTE: All declines must be received in writing, either by letter or email.
This option is accessed in the same way as for Verifying Address and Sibling
Confirmation, using the View Indicators/On Roll Date link.
Select the radio button for Parent Acceptance and click on Search. This will
bring up a list of applicants offered a place at your school.
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Using the Edit button schools can amend the status from N/D (No Decision) to
Accept or Decline. Once accepted or declined the record will disappear from the
list as the applicant’s record is updated. The list only displays those applications
with ‘Offer’ statuses.
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Rank Waiting List (AA Schools Only)
Community and voluntary controlled schools will not have this option as their
waiting lists are maintained by the LA.
AA schools have this option and can rank their waiting list through SAM or they
can export to Excel and maintain them manually. Ranking of waiting lists is the
same procedure that is undertaken when ranking applications.
NOTE: This is not available for In Year Application Rounds.
In order to use this option on the Home Page click on Rank Waiting Lists option
and the following screen will be displayed.
Assign the appropriate Criteria to the applicant’s application and click on the
Assign Selected link. The record will disappear and will now display on the
Ranked waiting list.
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The ranked list can be sorted in criteria order and then allocated a list position.
Once ranked, the information is automatically updated on the Admissions
database. The positions, once saved, are also reflected in the View Waiting List
option.
As with ranking of applications each application can be unranked and re ranked
should the criteria for the application change (ie house move that changes
distance).
Responsibility for waiting lists, even if ranked through SAM, remains with the AA
Schools. Any enquiries received by the Schools Admissions & Transport Team,
regarding waiting lists and/or positions on the waiting lists for AA schools will be
referred to the school at all times.
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Reports
Reports can be accessed through SAM via the Home Page, by clicking on the link
the report you wish to run.
Once you have opened a report you can further sort your lists on screen by
clicking on the heading rows. All reports can be exported to Excel.
NOTE: By clicking on the Export All Fields button before clicking on Export
to Excel you will include all fields in your report. i.e. contact details,
telephone numbers, parental reasons etc.
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View Final Offers
To access this report, click on the View Final Offers link.
This report is only viewable once activated by the LA for relevant admission
rounds only. This is not available for In Year Application Rounds, see Query
Preferences.
It shows all the applicants that have been offered a place at your school. This list
is generated from the allocation process. This list can change if parents decline a
place and a further offer is made to another applicant. It may also change
depending on the results of appeals.
View Waiting List
To access this report, click on the View Waiting List link.
This report is viewable once activated by the LA for relevant admission rounds
only. If your school has a waiting list this is generated at the end of the allocation
process by the LA.
AA schools maintain their own waiting lists and the LA will liaise with them should
a place become available at their school. For community and voluntary controlled
schools the LA will maintain waiting lists. AA schools can either maintain their
waiting lists via SAM or can export to excel and maintain manually.
Waiting Lists For in Year Applications
It is possible for AA schools to view the applicants that are on their waiting list
through the ranked list under view rankings.
Once the list is ranked you will need to sort by criteria. This report sorts all the
applicants regardless of preference status into criteria order. Once you assign list
positions the system differentiates between those applicants that have a
‘requested’ status and those that have an ‘offered/accepted’ status.
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Waiting list
applicants in
criteria order
Offered/accepted
applicants
Further filtering of AA school waiting lists can be done under Query Preferences
and by using the appropriate buttons.
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View Leavers
To access this report, click on the View Leavers link.
This report allows you to view pupils who are due to leave at the end of the current
academic year (eg for Primary Schools this will be all the pupils in National
Curriculum Year 6).
If Primary/Junior schools wish to view the destination schools of your Year 6
leavers they will have to change the round to Y7 Intake round after logging in, and
click on view leavers under this round.
If Infant Schools wish to view the destination schools of your Year 2 leavers they
will have to change the round to Y2/3 transfer round after logging in, and click on
view leavers under this round.
Destination school is
shown in this column
NOTE: When viewing leavers in an In Year Round the list of applicants may
not in fact end up leaving your school. The list is an overview of applicants
whose parents/carers have submitted an application for an alternative school.
Should the parent/carer make application and have not moved, the LA may
not be able to offer a place at a preferred school and therefore no offer will be
made and the parent/carer will be advised to remain at their current school.
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View Withdrawals
To access this report, click on the View Withdrawals link.
This report allows you to view pupils who applied for a place but have had their
application withdrawn. It displays all withdrawals as discarded. It not only shows
the pupils whose offers have been withdrawn by parents but also whose
applications were discarded in the allocation process.
Query Preferences
To access this report, click on the Query Preferences link.
This report gives you a complete overview of the allocation process that your
school has undergone since the auto allocation process was run. Again you can
export this report and you can also sort on screen using the heading buttons as in
previous reports.
The opening screen will display all movement regardless of status. The default
display is 75 records, this can be changed using the Page Size radio buttons and
clicking on Search to change the display.
NOTE: In a Relevant Admission Round please remember this is not a final offer
list and is only a reflection of the on-going process. Do not use this in relation to
final offers. For Year R, Year 3 and Year 7 Intake the LA will inform you when
the final offers are available and the View Final Offers’ option will be activated.
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For In Year Admission Rounds there is no option to view final offers through the
Final Offers report due to the fact that In Year Admissions is an on-going
process. Instead you can use the Query Preferences report to produce lists
based on certain statuses. These are outlined below.
Query Preferences - Place Accepted (Offers)
To produce a list of applicants who have been offered a place at your school click
on the Place Accepted radio button and click on Search. This will produce a list
of all the applicants who have either been offered a place or have been updated
with parent accepted.
Parent accepted indicates that the parent/carer has returned the reply slip.
Query Preferences - Place Requested (Waiting List)
The following screen shows the results of using the Requested radio button and
Search. This will produce a list of all applications that have been input and
currently requesting a place at your school.
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Query Preferences - Place Withdrawn (Discarded/Parent Discarded)
Clicking on the Place Withdrawn radio button and Search will produce a screen
with details of applications that have either been ‘discarded’ by the system or
‘Parent Discarded’ which indicates that the parent/carer has discarded the offer.
If you wish to display only the applications that have been accepted by parents
you can achieve this by ticking on the radio buttons Place Accepted and
Previously Accepted and refreshing the Search.
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Exporting Files
Throughout SAM it is possible to export records into a spreadsheet in either
standard Excel (.xls) or in Comma Separated Value (.csv) format. To Export
records click on either:
Or
Choose to Save the file.
Select where you wish to Save the File to.
Depending on your browser, you will get a message saying the file has been
Saved or Downloaded. You can then manipulate, email, or print the file and this
will not then affect the data in the database, only the extracted file
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Exporting to CTF/ATF
Schools are able to export the Applicant records from SAM and import into SIMS,
removing the need for School Administrators to manually add each Applicant to
SIMS, but also allowing schools to create the file at their convenience.
NOTE: This option will only appear once final offers have been made
To create a CTF (Common Transfer File) click the Export CTF link on the Home
Page. Save the file to the CTFIN folder on your network (file path:
S/SIMS/STAR/CTFIN).
The file will now be saved in the correct location ready to be imported into SIMS.
Log into SIMS and to go to Routines/Data In/CTF/Import CTF and follow the
usual process.
Alternatively schools can create an ATF (Admissions Transfer File). To create a
ATF click the Export ATF link on the Home Page. Save the file to a folder on your
network (file path: S/SIMS/ATF).
The file will now be saved in the correct location ready to be imported into SIMS.
Log into SIMS and to go to Routines/Admission/Import ATF File and follow the
step by step onscreen instructions.
NOTE: If you require help with the import of a CTF or ATF into SIMS, please
contact the Schools Applications Support Team on 01273 482519 (option 1).
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On Roll Date
Schools should use this option to update SAM, which in turn updates the
Admissions Database with an on roll date when an applicant is admitted to their
school.
Click on the View Indicators/On Roll Date link.
The screen is used in exactly the same way as previous screens except that once
the Edit button has been clicked, the On Roll Date needs to be input.
Once the date has been input click on the Save button.
The on roll date automatically updates the Admissions Database and inputs the
new attendance school in the applicant’s record.
Format for inputting date can either be XX.XX.XX or XX/XX/XX.
It is still necessary to update the Attendance Count in the Round Management
screen with the number of pupils on roll at the school.
NOTE: Please do not update the Round Management screen at any other
time than the agreed day as this will interfere with the allocation of In Year
school places.
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Setting Up Criteria (AA Schools Only)
NOTE: This process has already been completed by the Schools Admissions
& Transport Team with the latest set of criterion.
This may however, be a routine that schools will be responsible for
maintaining in the future. Schools will be notified if they are to become
responsible for this routine.
The following process is only for schools that rank their own applications and must
be undertaken before any applicants can be ranked.
The first thing that needs completing is the setting up of the agreed, published
oversubscription criteria for your school for the initial round(s). This only needs to
be completed if it is the first time you have used SAM.
The LA will transfer your criteria each year and you will only need to amend this
section if your oversubscription criteria have changed.
To set up criteria you click on the Set up Criteria link, which is located in the
bottom section of your Home Page
The following screen will then be displayed, follow the on-screen details to add,
edit or delete Criteria.
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Once criteria have been input you will receive a list similar to the one below.
To delete criteria click on the row to highlight the criterion you wish to remove, and
click on the Delete Criteria button (see below).
If you wish to change the Priority of a criterion, click on the Row Selectors (up/down
arrows) using row selectors.
Once the desired changes have been made, click Save Changes and then click
on the Home link at the top right of the screen to return to the Home Page.
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Setting Up Bands (AA Schools Only)
Some AA schools not only rank by criteria, but rank by criteria within bands. It is
therefore necessary for bands to be created at this time.
Bands are set up in a similar way to criteria and can be edited, deleted and added
to in the same manner.
Once the banding and/or criteria has been set up and saved, applicants can be
ranked.
If a school is using banding it will be necessary to choose a band before you can
assign any criteria.
As with criteria, once set up it can be transferred by the LA, year on year and will
only require amending should your oversubscription criteria/banding change.
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Frequently Asked Questions
How do we know if an Applicant does have a SEN Statement or is a Looked
After Child?
Whilst it is possible for parents to indicate on paper and on-line applications that
their Applicant has a statement, this will be investigated by the Schools
Admissions & Transport Team and either accepted or rejected. For paper
applications the information if rejected will not be input into the Tribal Admissions
Database and therefore will appear as a ‘No’ when viewing the applicant’s details
in SAM.
For on-line applications the LA will validate, as far as possible, any that have
indicated that their child is a ‘Looked After Child’ and/or has a ‘Statement of
Special Educational Need’ and will reject if necessary. Again this will display as
‘No’ in SAM.
If you are in any doubt whether to assign either or both of these statuses, please
contact the Schools Admissions & Transport Team for further verification.
When I click on ‘Export to Excel’ not all information is exported.
Ensure that you click on the Export all Fields radio button before clicking Export
to Excel.
The address on SAM is different to the address in the school records.
The address on SAM will be the one that the parent has stated is the home
address on the application. Schools should acquire proof of address from the
parent or inform the LA so that they can make enquiries regarding addresses.
Proof of address can be in the form of a completion certificate, exchange of
contract, signed tenancy agreement for at least 6 months and if none of the above
are available a copy of their child tax credit or child benefit letter. Any concerns
about addresses should be referred to the Schools Admissions & Transport Team
who will undertake further investigations.
When can we export our final offers?
Once offers are complete and View Final Offers is viewable; schools can export
the data at any time. The list can be exported to Excel at any time and exported
as a CTF or ATF file as and when the school is ready to import into SIMS. It is
advisable to wait until near the end of the summer term before performing this
export due to changes/movement in the allocation process. Once exported any
changes would need to be completed manually.
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A
Appendix – Explanation of
Preference Statuses
Requested
Offered
Accepted by Parent
Refused by Parent
Discarded
Deferred
Parent Discarded
On Hold
Indicates that there is a request for a place at your school
Indicates that an offer at your school has been made to the
applicant
This indicates that the offer has been accepted by the
parent.
Indicates that the offer has been refused by the parent.
The place remains offered and therefore the place cannot
be offered to another applicant. This allows the Admissions
Team to instigate their procedure.
The applicant will remain on roll at the offer school until such
time that an alternative placement is offered and accepted.
An exception to this is an offer refused for a Reception
Intake place where the Applicant is not yet 5 years old, as
this is acceptable to withdraw and that place be offered to
another applicant.
Indicates a place/request has been discarded by the system
or the LA. The place/request can be discarded during the
allocation process (when a higher preference is offered) or
by the LA.
The preference option is only available to parents of
Reception Intake applicants who wish to accept the offer of
a school place, but wish to defer the start date. The school
place cannot be removed until the term after the term in
which the applicant is five or the start of the summer term if
the applicant’s fifth birthday is during the summer term.
Indicates a parent has declined an offer and by using this
status the offer is completely removed from the school. This
option should only be used if a new offer has been accepted
or written notification is received from the parent giving
acceptable reason for declining. Acceptable reasons can be
Home Education, moving out of area, moving overseas,
attending private school etc.
Places an offer of a school place on hold. It is not declined
and can be used to ensure that a new offer if declined does
not leave the applicant without a school place. It is not for
the LA to remove an offer, even if it is a lower offer than the
new offer as this is a decision that the parent alone can
make.
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