Highcliffe School Collecting Data for a School

Highcliffe School ‘Collecting Data for a School’

Setting the Scene • • • 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 • • • 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: • • 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, BH 23 4 QD