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Collecting Data for a School

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Highcliffe School
�Collecting Data for a School’
Setting the Scene
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Secondary school (1300 students)
Language and Science
Growing Sixth form
81.39 Full Time Equivalent Teachers
RM Integris MIS system (attendance,
behaviour, cover, assessment, timetabling,
staff details, student details)
• Student Information System – web based
portal for students, parents and staff for
easy access (developed in house)
How it was……1999
• Very little data stored in MIS system
• Student information entered by secretaries
• Senior Teacher responsible for data and also
examination officer
• Not all data entered on system
• Quality of data questionable
• Filing Cabinets everywhere!
Examinations assistant and IT technician employed
Team has grown!
Data and Examinations Office
• Examinations & Data Manager
• Administration Officer
• Clerical Assistant
IT Support
• Systems Manager
• Senior Technician
• Technician
Now…
• Data accurate and complete
• Examinations �embedded’ with data office
• Changes to data (e.g. medical conditions)
are changed within a day of notification
• Data set extended including attendance,
behaviour, achievements, student signing
in/out, visits to medical room, incident
reports, staff cover and absences
Collecting Data
New Intake (Year 7)
• Students name, address and telephone
details collected by admissions officer
• March – offer of place and student
information form sent to parents
• Forms processed by D&E office
• Students start September (data 6 months
old) – student details form printed and
sent to parents for checking. Changes
made by D&E office
Tracking student detail changes
• Multiple sources – letter, phone call,
student, tutor, teaching staff.
• Lots of different colour forms!
• Annually student details update forms
printed and sent to parents/guardians for
amendment/checking
• E&D office process changes and all forms
archived
Starters / Leavers
• Relatively small student turn around
• Admissions officer informs D&E office
• Same process for starters as new entrants
in September
• Starter - Common Transfer File (CTF)
requested if not already sent by previous
school
• Leaver – CTF file sent to destination school
Common Transfer Files (CTF)
• Highcliffe only uses CTF files for academic
information
• Other information is reliant upon accuracy
of previous school and has often proved to
be Inaccurate or Incomplete
Teaching Set Changes
• Main school
• Sixth form
• New students
Electronic Attendance
• Now moved into the D&E office
• Registers completed �online’ by teacher
using Laptops (wireless) or by wireless
PDA for supply staff
• AM reg period and last period of day used
as statutory AM/PM registrations for
returns
• Accuracy an issue with D&E office having
to chase teachers that �forget’ to complete
• Approx 7200 pieces of data from approx 80
people each day! A challenge!
Staff Involved in Census
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Headteacher – overall responsibility
D&E office – completion of Census
Finance Office – staff details and free school meals
PA to Head – Student Exclusions
Inclusion Officer – Attendance/Exclusions
Deputy Head – Looked after & dually registered
students
Assistant Head – Gifted and Talented
SEN Office – SEN data
Admissions Officer – Appeals information
All teaching staff – Classes as taught (checked)
Network Manager – ICT Systems
Problems encountered
• Schools may allow unskilled staff to edit data.
Staff may not realise importance of data and how
inaccuracies can impact of school and census
• Lack of training within schools
• Schools need to make sure �changes’ are actioned
immediately (medical, emergency contact….)
• All staff need to be onboard – if they hear of
changes they must record and inform D&E office.
• Parents – many information checks are not
returned without several reminders. Often we are
not informed of changes to address, telephone or
emergency contact details.
• Students do not return information forms without
reminders (especially sixth form!)
Good advice…
Staff who are responsible for data collection
and entry must be capable of:
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Nagging relentlessly
Be fully trained detectives
Question everything
Love inventing forms for everything (and
finding a paper colour they have not used
yet!)
Contact…
Hilary Rosina
Hrosina@highcliffe.dorset.sch.uk
Mathew Downs
Mdowns@highcliffe.dorset.sch.uk
01425 273381
Highcliffe School, Parkside, Highcliffe,
Dorset, BH23 4QD
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